Port Operations Admin Support | Athens

Job Description

Join our team as a Port Operatons Admin Support, supporting the preparation and processing of proforma invoices, port cost forecasts, and disbursement accounts (D-As), ensuring accuracy and timely handling of financial data related to port operations. You will work closely with the Port Operations Supervisor, as well as the billing department and subagents, contributing to the smooth execution of financial processes and ensuring all cost-related information is properly recorded and aligned with operational requirements.

ABOUT THE JOB

Proforma Invoice Preparation

• Prepare proforma invoices for port services across all ports in Greece based on provided data and cost inputs.
• Ensure all expected costs are correctly entered, detailed, and documented.
• Verify data accuracy and flag inconsistencies or missing information to the Supervisor.
• Maintain proper records and documentation of all proforma invoices.

Port Cost Forecasting Support

• Assist in the preparation of port cost forecasts by compiling and updating cost data.
• Update forecasts with latest information received from subagents and internal teams.
• Track differences between forecasted and actual costs and report variances.
• Support the Supervisor in maintaining accurate and up-to-date forecasting files.

Coordination with Billing Department

• Support the preparation of Disbursement Accounts (D-As) by ensuring all required cost data is complete and accurate.
• Liaise with the billing department to provide necessary documentation and clarifications.
• Ensure that D-As reflect the costs received and are aligned with proforma invoices.
• Follow up with subagents to ensure timely submission of D-As and supporting documents.

Cruise Head Taxes Administration

• Assist in the calculation and verification of cruise head taxes based on applicable tariffs.
• Maintain accurate records of head tax data for each port call.
• Support reconciliation of head taxes and flag discrepancies to the Supervisor.
• Keep track of updates in tariffs or regulations as communicated internally.

Financial Data & Reporting Support

• Maintain and update financial records related to port costs, D-As, and vendors.
• Prepare basic reports and summaries for internal use.
• Ensure data is accurately recorded in internal systems and files.
• Highlight discrepancies or unusual cost items to the Supervisor.

ABOUT YOU

• Excellent communication skills in English language, both written and oral.
• Experience in a financial accounting role, preferably within a port agency or maritime industry would be a plus.
• Previous experience of financial reporting, proforma invoicing, port cost forecasting and port -related financial documentation is required.
• An analytical mindset with the ability to interpret financial data.
• Good office administration and organizational skills with a keen eye for attention to detail.
• Knowledge of Microsoft Office programs.

ABOUT OUR OFFER

• Personal benefits: Attractive remuneration, discretionary bonus schemes, generous travel benefits, extensive health & well-being support, and more.
• Flexible working: Work is something you do, not somewhere you go. We encourage a healthy work-life balance with a dynamic working environment.
• A career to shape: Access the TUI Learning Hub to level-up and reach your ambitions.
• Broaden your network: We champion intercultural collaboration and provide opportunities to work on global projects and teams
• Community: Get involved with incredible local charity and sustainability initiatives like the TUI Care Foundation.

From a workplace to a place to belong. At TUI we embrace diversity, equity, and inclusion, encouraging everyone to come as you are, because together, our potential is limitless.

We are committed to supporting candidates with disabilities and impairments so if you require any support, please do let us know.