Job Description

Purchase Co Ordinator- Crewing Function To manage and execute all procurement-related activities within the Fleet Personnel Department (Crewing), ensuring timely creation and processing of Purchase Orders (POs), liaising with vendors, and maintaining compliance with company systems and financial protocols, specifically through the PAL system. Key Skills & Competencies Proficiency in maritime software, preferably PAL Strong organizational and documentation skills Attention to detail and accuracy Excellent verbal and written communication skills Ability to prioritize and multitask in a fast-paced environment Strong stakeholder and vendor management capabilities Basic understanding of maritime crewing and training requirements (preferred) Tasks Tasks shall include but not be limited to: 1. Purchase Order Management: Create POs in the PAL system for all Crewing and Training related activities including: Flight bookings Visa and travel documentation Safety gear issuance Value-added training courses Hotel accommodation Medicals (from approved vendors) Flag state endorsements and license processing Ensure appropriate PO categorization (Crewing, Training, etc.) for proper tracking and accounting. Attach all required supporting documents (invoices, quotations, approvals) with the PO before submitting for approval. Coordinate with departments to add missing vessel entities in PAL for accurate PO allocation. Maintain accurate and up-to-date records of all transactions and supporting documentation. 2. Vendor Coordination: Liaise with vendors on a regular basis to: Obtain Statements of Accounts (SOA), invoices, and cost estimates Share POs and follow up for acknowledgments Address queries or clarifications to prevent delays Ensure changes in vessel names, PO details, invoices, or payments are communicated in advance Initiate new vendor creation in PAL, including submission of relevant documentation and follow-up with finance/procurement teams. 3. Invoice & Payment Processing: Update Goods Receipt Notes (GRNs) in PAL promptly after service/goods receipt. Follow up with internal approvers to ensure timely invoices and PO approvals. Monitor the invoice-to-payment cycle and take proactive steps to avoid delays in vendor payments. Ensure open POs are closed on time post-approval. 4. Communication & Coordination: Monitor the FPD department email daily to identify procurement needs. Ensure that any changes related to Vessel s name, Purchase Orders, Invoices, Statements of Account (SOA), or payments are communicated to the concerned vendors well in advance. Build and maintain strong relationships with internal stakeholders and external vendors. 5. General & Compliance: Ensure adherence to company policies, procurement SOPs, and crewing compliance requirements. Handle any ad-hoc tasks or responsibilities assigned in support of crewing operations. Ensure confidentiality, accuracy, and timely processing of all procurement transactions. Report to GM Crewing Operations Minimum Experience Minimum 2-4 years of experience in procurement or operations, preferably in the maritime or shipping industry Familiarity with crewing operations, vendor management, and invoice processing Minimum Qualifications Graduate in Commerce, Business Administration, or relevant field