Operations & Technical Coordinator

Job Overview

The role involves supporting daily operations for the assigned fleet by ensuring all operational activities are executed methodically and in compliance with regulations. Coordination with various stakeholders and thorough documentation management are integral aspects of this position.

Key Responsibilities

• Coordinate with shipping agents to guarantee proper documentation for smooth vessel clearance at ports, ensuring operations conform to local and international maritime regulations.
• Prepare and archive detailed daily, weekly, and monthly reports for operational transparency and easy retrieval.
• Monitor vessel purchase requisitions submitted via NS5 software for punctual supply delivery, ensuring alignment with procurement policies.
• Ensure all services have corresponding purchase orders that meet company purchasing standards and follow through until sales orders or service requests are closed in NS5.
• Oversee monthly compliance reports related to SVP and ISM/ISPS/MLC standards submitted by vessels, ensuring documentation is saved to the company server for future reference.
• Maintain up-to-date vessel certificates and service reports in NS5 and office servers to facilitate immediate access when needed.
• Keep records of all vessels’ P&I, Hull & Machinery, and flag insurance documents, updating vessel details as necessary.
• Participate in vessel audits as well as flag and third-party inspections, following up on corrective actions for timely resolution.
• Ensure servicing and repairs are completed promptly according to vessel certification requirements and safety equipment status checklists.
• Support the adherence to company policies regarding ISM, ISO Quality, Health, Safety, Security, and Environmental standards by verifying that vessel documentation complies with these requirements.
• Assist in operational implementation of standards and procedures across business units.
• Help prepare memorandums concerning operation or technical updates, procedure reminders, vessel inspection outcomes, and bulletins.
• Coordinate travel arrangements for operations staff, technical teams, and third-party service providers, covering tickets, lodging, visas, and reimbursements.