Operator, Operations Documentation, Records Management And Administration M/F

Role Overview

This position sits at the operational core of the agency's finance and documentation workflow, ensuring that every customer and supplier account is opened correctly and that all supporting files—physical, digital, and system-generated—stay accurate, traceable, and compliant. Day to day, you will act as the go-to backup for core business systems, manage the full lifecycle of ANT files from creation to archiving, and support the team with invoicing and facility administration so that operations run without interruption.

Key Responsibilities

• Open and maintain customer and supplier accounts in the approved company systems, verifying that all data entry meets internal standards and statutory requirements.
• Serve as the alternative super user for key platforms including SPOT, EDOC, and SARISSA, stepping in to support users, resolve access issues, and ensure consistent system usage.
• Process system updates in COMONE and related CRM tools, keeping records current and aligned with operational changes.
• Manage ANT files within the TMS environment and related systems, including creating new files, printing physical copies, updating vessel and voyage information, and tracking that every required step is completed properly.
• Oversee file compliance by checking that all documentation handling follows company procedures and confidentiality standards, then coordinate physical and online archiving—both onsite and offsite—via EDOC and SARISSA.
• Support invoicing processes by preparing drafts, entering invoice inputs, printing and attaching supporting documents, and dispatching customer invoices systematically through SARISSA and customer-specific workflows.
• Handle supplier invoice retrieval and workflow processing according to company policy, ensuring timely and accurate handling.
• Assist the supervisor with administrative oversight of the ANT facilities and staff, including ordering office supplies, coordinating daily maintenance with service providers (IT, access, security, cleaning), and managing general team activities such as travel, taxi, and petty cash.

Requirements & Qualifications

• Diploma in Business Management or an equivalent qualification.
• Minimum of 3 years of practical experience in finance and financial systems, with hands-on use of ERP or CRM platforms.
• Familiarity with document management, archiving procedures, and invoicing workflows in a corporate environment.
• Strong attention to detail and the ability to maintain confidentiality when handling sensitive financial and legal documents.
• Good organisational skills with the capacity to manage multiple files, deadlines, and system updates simultaneously.
• Proficiency in standard office software and the ability to quickly learn internal systems such as SPOT, EDOC, SARISSA, and COMONE.