Administrative Support Officer – Maritime Operations

Get to Know Us

At Svitzer, keeping ports running and global trade moving takes more than crews on the water. Behind every safe towage job is a shore-based team making it happen. From operations and technical to planning, systems, and compliance - we rely on capable people who understand the importance of doing things properly. If you’re looking for meaningful work with a tight-knit team that backs each other - you’ll be in good company.

Do you have a passion for administration, invoicing and operations support? If so, we’re looking for an Administrative Support Officer to join our team in Newcastle East Coast Operations Centre on a permanent Full-Time basis.

Why You’ll Want to Join Us

This role sits at the heart of our East Coast Operations Centre, where your organisational skills and attention to detail will help keep our operations running smoothly. You’ll work closely with operational and commercial teams to support invoicing, customer enquiries, reporting, travel coordination, and payroll preparation.

If you enjoy working in a fast-paced environment, learning new systems, and contributing to a team that keeps essential maritime operations moving, this is a great opportunity to build your experience in a dynamic and supportive workplace.

How You’ll Make a Difference

Reporting to the East Coast Operations Centre Supervisor your key responsibilities will include:

• Accurately enter job information into the booking and invoicing system, ensuring issues are identified and followed up in a timely manner.
• Respond to customer enquiries and maintain customer system records, including reconciliation tasks such as Cruise Ship Portal uploads.
• Maintain and update customer contact information.
• Process invoicing for East Coast movements, including calculating additional charges, processing daily standby charges, and completing end-of-month (EOM) processes.
•  Communicate effectively with internal and external stakeholders.
• Prepare statistical data and reports in collaboration with the Commercial team.
• Monitor and follow up on outstanding invoices to support timely payment.
• Prepare payroll for casual and full-time ECOC employees for approval.
• Coordinate and arrange employee travel, including flights, accommodation, and car hire.
• Provide a monthly summary report of Controller Helm errors.
• Work with the Commercial team to investigate invoice discrepancies and issue credit notes where required.

What You’ll Bring

To thrive in this role, you’ll bring:

• Experience with invoice and billing processes.
• Demonstrated experience in a customer service–focused role.
• Proven ability to work collaboratively as part of an effective team.
• Ability to show initiative, work independently, and respond with a strong sense of urgency.
• Strong problem-solving skills, with the ability to break down tasks, prioritise effectively, and navigate ambiguity with confidence and clarity.
• Quick learner with the ability to rapidly understand new systems and follow established processes.
• Excellent organisational and time management skills, with the ability to prioritise and manage competing demands and workloads.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Proactive attitude, with a willingness to learn and a commitment to contributing to a safe and efficient workplace.

Building a Diverse Workplace

In Svitzer we value the diversity of our talent and will always strive to recruit the best person for the job – we value diversity in all its forms, including but not limited to gender, age, nationality, race, sexual orientation, disability, or religious beliefs. We are proud of our diversity and see it as a genuine source of strength for building high performing teams.

Don’t meet every single requirement? Studies have shown that members from some under-represented groups are less likely to apply for jobs if they don’t meet every single qualification. At Svitzer we are dedicated to building a diverse and inclusive workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles, and we are excited about hearing from you!

How to Apply

To apply for this role, please click on the 'Apply Now' button and create a Candidate Home to manage your applications.