Logistics Secretary

The Logistics Secretary plays a vital role in ensuring that provisions and technical goods are delivered flawlessly to vessels within tight port windows. This role bridges the gap between our sales, warehouse, procurement and operations teams by managing critical documentation, tracking vessel ETAs, and coordinating port/launch logistics. • Prepare, check, and file Delivery Orders (DO), Purchase Orders (PO), invoices, and shipping permits • Assist with customs documentation, stock-takes, cycle counts, and safety/ISO audit prep • Ensure all signed documents from the Ship’s Master (Captain) or Chief Engineer are returned, filed, and processed for invoicing without delay • Liaise with drivers, freight forwarders, suppliers, and customers regarding delivery schedules or delays • Constantly tracking ship timelines and Estimated Time of Arrival (ETA) • Dynamically adjust warehouse picking schedules and delivery timelines when a ship's schedule changes unexpectedly • Assist the purchasing team in tracking urgent, last-minute sub-supplier deliveries to ensure items arrive before the vessel sails • Act as the primary point of contact for ship owners, managers, catering captains, and boarding officers regarding delivery status • Any other duties as requested by the manager and the management Requirement • Minimum GCE O • Fresh graduates are welcome to apply • Proficiency in MS Office • High stress tolerance and ability to thrive in a fast-paced environment with constantly changing timelines • Exceptional attention to detail to prevent incorrect supplies from being sent out to sea • Strong communication skills in English