Operations & Administration Officer

📍 Valletta, Malta

🏢 Sullivan Shipping Agencies Ltd

Sullivan Shipping Agencies Ltd is seeking an organised, proactive, and customer-focused Operations & Administration Officer to join our team. This role is ideal for someone who thrives in a fast-paced environment and enjoys coordinating operational processes while ensuring accuracy and efficiency throughout the shipment lifecycle.

Key Responsibilities

As an Operations & Administration Coordinator, you will:

Review completed shipment files to ensure all documentation is present and accurate.
Verify supplier invoices against quotations, rates, and operational instructions.
Ensure all operational costs are captured and correctly allocated prior to invoicing.
Identify, investigate, and resolve billing discrepancies.
Monitor unbilled files and ensure timely closure.
Maintain accurate filing systems and document retention procedures.
Support customer service activities and shipment follow-up when required.
Perform general administrative duties within the department.
Participate in process improvement initiatives and system updates.
Prepare and maintain documentation relating to trailer operations, including manifest entry, rate sheet updates, and customs documentation.
Coordinate transportation and logistics services with clients, suppliers, freight forwarders, and carriers.
Liaise with overseas partners and agents when required.

What We're Looking For

Essential Requirements

Customer-focused with a strong service-oriented approach.
Able to perform effectively in a fast-paced, deadline-driven environment.
Well-organised, confident, and proactive in solving problems.
Excellent written and spoken communication skills in both Maltese and English.
Able to work independently and collaboratively within a team.
Proficient in Microsoft Office and other standard IT applications.

Preferred

Previous experience within the shipping, logistics, freight forwarding, or transport industry would be considered an asset.

What We Offer

The opportunity to join a well-established Maltese shipping and logistics company.
A supportive and collaborative working environment.
Ongoing learning and development opportunities.
Exposure to international logistics and supply chain operations.
Join us and become part of a team that keeps goods moving efficiently across Europe and beyond.
Should the above be of interest to you, kindly send your C.V to vacancies@sullivanshipping.com.mt

Operations And Administration Officer

Job Description