Main Purpose of the Role:

Performs general accounting functions, maintains accounting records and procedures and provides clerical and administrative support for the effective operation of the Finance Department

Main Duties and Responsibilities: 

• Petty cash payments/reconciliations and maintaining proper records at all times
• Foreign currency cash accounts providing reconciliations to ensure tallying of monies in till
• Maintaining the creditors ledger, posting all suppliers’ invoices, reconciling suppliers’ statement of account and preparing a creditors list on a monthly basis for approval for settlement by the Finance Manager
• Filing of suppliers’ documents
• Preparing bank deposits, liaising with the bank on general matters, and responsible for effecting swift transfers to suppliers
• Distribution of department incoming post
• Posting of all office general overheads and providing reports to the Finance Manager on the breakdown summary of such overheads
• Providing support as necessary to the credit control function
• Maintaining and reconciling statements, raising invoices accordingly
• Maintaining bunker vessel accounts and processing disbursements
• Processing disbursement accounts and performing timely reconciliations of the disbursement account with Principal’s invoice for freight and other receivables
• General departmental duties and ad-hoc reports requested by the Finance Manager

Key Attributes

• Methodical, accurate with a keen eye for detail
• Very focused and numerically competent
• Works diligently and conscientiously
• Prioritises workload well to ensure deadlines are met
• Works independently and proactively
• Microsoft Excel / Word proficient, with a basic knowledge of Shireburn software

Main Purpose of the Role:

To work as an integral part of the Operations team with responsibility for ensuring that cargo operations are organised, planned and executed with maximum efficiency as directed by the Manager.

Main Duties and Responsibilities: 

• Provides ‘On-Board’ direction and coordination to ensure efficient discharging/loading procedures are undertaken and that decisions that are taken are in the best interests of Sullivan Maritime Principal and clients.
• Works in close cooperation and liaison with Terminal Operations Officials, particularly the VGT Supervisors.
• Performs the role of ‘On-Board Focal Point’, working in close cooperation and with open communication to ensure vessel and terminal needs are met.
• Performs checking/collating duties on the quay of ‘Transhipment’ cargo, as directed by the Assistant Head and or Head of Department.
• Distributes loading lists and manifests to Terminal Operations Officials.
• Monitors the loading lists and maintains contact with Operations Office to anticipate and solve problems.
• Maintains constant contact with the vessel’s Chief Officer to ensure sailing deadlines are met.
• Communicates progress to vessel owners.
• Handles details of export bookings and related operational documentation.
• Ensures that all official documentation is obtained and is in order and that there exists effective and positive communication with the port and other authorities and officials.
• Provides administrative support to the office by handling reports, (Statement of Facts, Loading Lists, Statistics and checking of Tally Sheets) various office day to day duties.
• Checks incoming invoices to ensure conformity to services provided.
• Ensures all relevant internal documentation and file information is in order and kept updated.
• Provides support to the Manager in all delegated tasks.
• Provides any support required to individual members of the Operations Department ensuring that work behaviour and performance standards are achieved.
• Performs any relevant duties as required.

Key Attributes

• Able to work as part of a team.
• Responsive to client needs.
• Experienced in the delivery of customer service – able to communicate effectively with people of all levels, clearly and with courtesy.
• Computer literate and apply to adapt to the use of various internal software.
• Good organisational and planning skills.
• Capable of working on own initiative without direct supervision.
• Prepared to work flexibly according to the needs of the role and schedules, including weekends, evenings, nights, and Public Holidays.

Working Conditions & Environment 

The role holder will be required to work at the terminal, on board vessels and in the main office and site offices.

Main Purpose of the Role:

To support the Administration & HR Department, and CEO through secretarial and administrative tasks.

Main Duties and Responsibilities: 

• Provides secretarial and administrative assistance to the Human Resources Executive
• Answers telephone calls and routes them promptly and appropriately.
• Answers telephone calls and provides accurate information in response to general inquiries.
• Greets visitors and clients, establishing their needs and ensuring that any waiting time is as comfortable as possible after notifying the appropriate individual.
• Prepares outgoing mail and ensures same day dispatch.
• Keeps stationary supplies in good order and prepares and distributes requests.
• Performs general secretarial and office duties for the office of the C
• Ensures that the office of the CEO is consistently well organized and maintained to a high standard of cleanliness and order.
• Maintains orderly and efficient systems for the storage of the CEO correspondence, reports, files, and other documentation.
• Takes care of the CEO personal business, including matters relating to travel arrangements, payment of invoices, checking of statements and others.
• Attends meetings as directed by the CEO and takes minutes from the meeting. Prepares minutes and circulates/ takes action as guided by the CEO
• Collates office statistics and maintains central file of information.
• Assists with the coordination of office advertising and public relations activities.
• Courier administration (Raising AWB, chasing after documentation, keeping a register, checking invoices, etc)
• Grimaldi Vessels registration under the Malta Flag & Waste Exemptions
• Eurostat Statistics Submission
• Tally Sheets & filing to assist documentation processes
• Performs other duties as may be required by the company.

Key Attributes

• Able to communicate fluently in English and Maltese and preferably in Italian.
• Must be able to communicate effectively with all internal personnel.
• Must be able to complete and forward accurate messages.
• Must have a professional appearance and manner for handling personal callers to the office.
• Must be well organised and able to use time effectively.
• Must be familiar and competent in performing clerical, secretarial and administrative tasks.
• Must have experience in office organisation and systems.
• Must be able to use a variety of computerized software applications, particularly, Word, Excel.
• Must be methodical, well organised and have good planning skills.
• Must be able to handle confidential matters.
• Must be able to draft letters and reports
• Must be able to take and prepare minutes.
• Must have a friendly and professional disposition with the ability to deal appropriately with all types of people and able to work well with all members of staff.
• Must be capable of working with the minimum of supervision.
• Must be able to work to deadlines.

Working Conditions 

Reduced / 32-Hour Week