South Jakarta, Jakarta, Indonesia
My responsibilities as Marine Admin and Document Control Staff was : 1. Develop and maintain a comprehensive document control system for all marine-related documents, including vessel certificates, survey reports, crew documentation, and operational manuals. 2. Ensure all documents are accurately filed, easily retrievable, and kept up-to-date. 3. Assist in the preparation and review of agreements with new customers related to vessel charters, services, or other marine-related activities. 4. Communicate with internal and external stakeholders regarding agreement terms and conditions 5. Assist in the procurement process for vessel needs, including spare parts, supplies, and equipment. 6. Research and identify potential suppliers 7. Serve as the primary point of contact for communication with third-party vendors, such as shipyards, maintenance providers, and port authorities. 8. Monitor vessel schedules, locations, and operational status 9. Provide general administrative support to the marine department, including preparing reports, correspondence, and presentations. 10. Perform other related duties as assigned.
division where I was responsible for: 1. Verification of completeness of ship documents included in the vessel freight invoice, starting from the Notice of Readiness (NOR) for loading until the Discharge/Loading Report. 2. Assisting in the procurement of monthly coordination meetings held by the company's internal parties with collaborating partners. 3. Data collection of vessels actively involved in chartering and partners actively engaging in contracts over the past three months. 4. Assisting in checking and providing reminders to partners regarding overdue freight invoices. 5. Reporting to the shipper if any vessel's shipment documents are incomplete. 6. Utilization of a customer relationship management application as a step to enhance customer satisfaction with the services provided.
During my internship at the company, I was placed in the procurement division where I was responsible for: 1. Creating purchase requests (PRs) and purchase orders (POs). 2. Assisting in the purchase order process and making revisions if there were any additions or removals. 3. Archiving processed PO documents. 4. Manually and systematically recording PRs and POs from initial issuance to the completion of the request.