Operations & Technical Coordinator

Job Overview

This role involves supporting the daily operational functions of an assigned fleet, ensuring activities are performed in an organized and timely fashion.

Key Duties

• Coordinate with shipping agents to guarantee all paperwork is in order for prompt vessel clearance at ports, ensuring compliance with applicable local and international regulations.
• Generate precise reports on daily, weekly, and monthly activities and ensure they are systematically archived for future reference.
• Review and track vessel purchase requisitions submitted through NS5 to secure timely supply deliveries and verify alignment with procurement policies.
• Ensure purchase orders (POs) are issued for all services complying with purchasing policies and monitor completion until sales orders or service requests are closed in NS5.
• Oversee monthly compliance adherence through SVP and ISM/ISPS/MLC reports from vessels; upload these to the company server for accessibility.
• Confirm all vessel certificates and service records are current in NS5 and company servers for easy retrieval.
• Maintain records for all vessel insurance documents, including Protection & Indemnity (P&I), Hull & Machinery (H&M), and Flag insurance; update vessel files as required.
• Participate in vessel audits, flag inspections, and third-party assessments, ensuring timely follow-up on corrective action items until resolution.
• Ensure timely servicing of items listed on vessel certification and safety equipment checklists; promptly address repairs as necessary.
• Support the company’s compliance with ISM/ISO quality, health, safety, security, and environmental policies by verifying vessel documentation meets standards.
• Assist with the roll-out and maintenance of operational and technical standards and procedures across the business unit.
• Help in drafting memos relating to operations and technical updates, procedure reminders, vessel inspection reports, and operational bulletins.
• Manage travel arrangements including booking tickets, hotels, visas, and processing travel reimbursements for operational, technical, and external service providers.

Additional Information

Role requires maintaining comprehensive and accurate documentation and ensuring strict adherence to both internal and external maritime compliance requirements. Close coordination with multiple stakeholders and departments is essential for smooth operation of the fleet.