Virtual Assistants Archives - SHIP IP LTD

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Virtual Maritime Purchasing Assistant

Expert Procurement Support for the Shipping Industry – Powered by 24 Years of Experience


Introduction

In today’s fast-paced maritime industry, the efficiency of your purchasing department directly affects vessel performance, operational costs, and compliance.

With over two decades managing maritime purchasing departments at a senior level, we now offer our expertise as a Virtual Maritime Purchasing Assistant service — delivering the same high-level support you expect from an in-house team, but without the overhead costs.

Our operations are led by a highly experienced maritime purchasing manager with 24 years in the field, supported by a dedicated team working under direct supervision to ensure every task meets the highest standards. Whether you operate a single vessel or manage an entire fleet, we ensure that every order — from routine supplies to urgent spare parts — is handled professionally, promptly, and cost-effectively.


What We Offer

Your dedicated Virtual Maritime Purchasing Assistant team can take care of the entire procurement process or selected stages, depending on your needs.

Core Services:

  • Supplier Sourcing & Evaluation – Identifying the right suppliers worldwide based on price, quality, and reliability.

  • RFQ Preparation & Follow-Up – Preparing and sending Requests for Quotation, chasing responses, and ensuring competitive offers.

  • Price Comparison & Negotiation – Creating clear comparison sheets and negotiating the best possible terms.

  • Purchase Order Management – Issuing POs, confirming acceptance, and managing all supplier communications.

  • Delivery Coordination – Tracking deliveries, liaising with agents, and ensuring items arrive on time.

  • Budget Monitoring & Cost Control – Helping keep procurement within budget and identifying potential savings.

  • Digital Documentation – Maintaining electronic records, tracking supplier performance, and managing ERP inputs.

  • Urgent/Emergency Procurement – Rapid response to breakdowns or critical spare parts requirements.


Why Choose Our Virtual Maritime Purchasing Assistant Service?

Cost-Effective: No need for a full-time in-house position — pay only for the time and expertise you need.
Experienced: Led by a maritime purchasing professional with 24 years of managerial experience.
Connected: Established network of trusted maritime suppliers and service providers worldwide.
Efficient: Proven track record in reducing lead times and procurement costs.
Flexible: Available to work across time zones to match your operational needs.
Professional: Strong understanding of maritime regulations, class requirements, and operational constraints.
Team-Based: A dedicated support team works under direct supervision to ensure accuracy and timely delivery.


How It Works

  1. Initial Consultation – We discuss your procurement needs, systems, and workflows.

  2. Access & Setup – We gain access to your preferred ERP or work independently using our systems.

  3. Day-to-Day Operations – Our team handles purchasing tasks as agreed, keeping you informed at every step.

  4. Reporting – Regular updates on orders, costs, and supplier performance.

  5. Review & Optimize – Periodic reviews to ensure the process remains efficient and cost-effective.


Ideal For

  • Ship management companies seeking cost reduction without compromising quality

  • Ship owners without a full-time purchasing department

  • Companies looking to cover staff absences or peak workload periods

  • New shipping ventures needing expert procurement without long-term staffing commitments


Let’s Talk

If you want reliable, expert, and cost-effective purchasing support, our team can be your dedicated procurement department — virtually, but with the same commitment as an in-house team.

📧 Email: sales@shipip.com


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1. Save time. The reason most people start looking for a virtual assistant is because they are simply too busy, and they know a virtual assistant can save them time.  By offloading your routine, time-consuming tasks, a virtual assistant can literally add hours to your day to explore new business opportunities. Time is our most valuable resource, and the one we end up wasting more often than anything else.

2. Save money. Virtual assistants can save you money in a couple ways.  First, if you are considering hiring an in-house employee, a virtual assistant is a much cheaper alternative.  They can also help save money in the tasks they perform, whether it be researching online deals or improving the return on investment of your business’s marketing efforts.

3. Save headache. To many customers, a virtual assistant is peace of mind. When you use a virtual assistant company, you don’t have to worry about things like payroll processing, employment taxes, fair hiring and firing regulations, providing equipment and office space, and other stress-inducing problems.

 

We offer Virtual Assistants specialised with tasks related with Maritime industry and purchasing department.

Tasks can be completed – not limited to :

  • Receive Requisitions from vessels and submit to Vendors for quotation,
  • Follow up OPEN requisitions, receive quotations and export comparison tables for your approval,
  • Follow up ORDERS with vendors and advise vessel(s) on time,
  • We always act like internal empoloyees of your company,
  • Follow up status of SPARE PARTS and delivery to the LOGISTIC company,
  • Validate INVOICES from vendors against ORDERS and DELIVERY advise by vessel(s

SHIP IP LTD monitor Virtual Assistants and report weekly to owners with hours worked using  screen monitoring software.

Owners charged for hours worked only not like inhouse employess where Owner pays idle hours like coffee breaks, phone calls not related with job or other .

Hours we charge are at least 30% more than hours worked from inhouse employess for equivalent tasks, meaning that every hour we work is at least 1 hour and 30 minutes of pure work of your employees.

We offer three (3) charging options per table below :

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Simple Procedure upon agreement :

  • Agree time zone
  • You meet your dedicated Virtual Assistant ( Skype )
  • We agree remote access technique ( Teamviewer , VPN other ? )
  • Kindly note that in case you experience in house technical difficulties like limitation of access we have to be advised in advance or otherwise we have to charge the hours worked
  • Dedicated telephone numbers can be offered in case you require landline contact with our VA ( charged seperately per month starting with EURO 5 / month )
  • We offer FREE Training hours depeding the PLAN we agree – extra Training hours will be charged per agreed rate if required.


Company DETAILS

SHIP IP LTD
VAT:BG 202572176
Rakovski STR.145
Sofia,
Bulgaria
Phone ( +359) 24929284
E-mail: sales(at)shipip.com

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