Chartering & Associated Services Administrator F/M

Transport, Education, Health, Public
Paris
July 2, 2025
Freelance Full Time Internship
Application deadline closed.

Job Description

DUTIES and RESPONSIBILITIES

Her/ His main missions are to:

  • Prepare the specific bidders’ list for the sea transportation and associated services scopes and ensure the bidders are screened and cleared (red flag and financial risk analyses, compliance documentation). Liaise as required with Finance and Compliance teams
  • Prepare the call for bid packages for sea transportation and associated services (instruction to bidders, Exhibits, etc.), in coordination with the Chartering Manager and technical team and in line with Chartering department procedures
  • Conduct the tendering process using EPC Business, including follow-up on technical and commercial clarifications from the bidders and cascading to the relevant internal entity for reply
  • Perform the flow-down of terms and conditions from the main contract to the TCPs and subcontracts, in coordination with the contracts team
  • Negotiate the commercial terms and conditions to get the best prices
  • Prepare the Commercial Bid Tabulation (CBT) and follow-up with the technical team to issue timely the Technical Bid Tabulation (TBT). Ensure any commercial impact coming from the Technical Bid Tabulation is taken into consideration in the CBT
  • Attend the final negotiations before the TCPs/ subcontracts’ award, follow-up the progress and record through minutes of meeting the agreements, to be reflected and cascaded to the TCPs/ Subcontracts. Revise the TCPs/ Subcontracts accordingly in preparation for signature
  • Acquire all the documentation related to vessels and follow-up on the vessel inspection process, to ensure the same are ready for the performance of the works as per T.EN, client, and MWS requirements
  • Follow-up on a daily basis after award the TCPs/ Subcontracts for associated services, and ensure all required documentation is in place (performance bonds,…)
  • Administer the TCPs and Subcontracts for associated services. Prepare Monthly Financial Status Reports and review invoices with the backup documentation. Consult and liaise as required internally to make sure all facts are acquired from operations team to ensure a fair return to all parties
  • Register Invoices in the financial system in coordination with Accounts Department
  • Prepare the minutes of meeting during meetings with Subcontractors and Client
  • Prepare the letters to Subcontractors and Clients subject to Chartering Manager’s approval
  • Prepare and issue the charter party amendments and closeout amendments
  • Settle claims and disputes with subcontractors with the assistance of the Chartering Manager
  • Highlight any concerns pertaining the contractual or commercial aspects of the TCPs/ Subcontracts and cascade internally to chartering manager
  • Embrace group HSE policy and QA/QC