Operations Coordinator (Ship Owner)

Responsibilities:

• Safety and Environmental Protection: Prioritize safety and environmental standards in all tasks.
• Reporting and Meeting Support: Prepare monthly, weekly, and quarterly reports and meeting agendas for the team. Assist in preparing for TMSA audits and provide raw data for Quarterly Management Reviews (QMR) and alerts.
• Ad-hoc Tasks: Support any additional tasks as requested by the Line Manager.
• Coordinate vetting inspections with vessels, ship teams, oil companies, and agents.
• Update Flag State Authority after PSC inspections and upload relevant reports, including PSC and Non-Conformance reports, to OCIMF.
• Maintain updates to SIRE-related databases and respond to SIRE/audit-related feedback and invoices.
• Keep Q88 data, officer matrices, and OCIMF SIRE 2.0 reporting up-to-date.
• Track and close audits related to navigation, cargo, and mooring with the audit team and managers.
• Handle ISM, ISPS, ELP, TMSA, and other customer or class audits, verifying and uploading them as needed.
• Review Near Miss and Incident reports, update them in the reporting system, and send responses promptly.
• Post shore team meeting minutes in the Ship Management SharePoint and maintain HSEQ tracking sheets.
• Assist in contract administration to ensure alignment with the Contract Administrator.
• Support in compiling Quarterly Management Reviews for the company.
• Assist the Technical Management team with monitoring ship-related documentation, certificates, surveys, and arranging services or repairs.
• Maintain communication formats and reports as instructed by managers, and manage electronic ship files.
• Upload inspection and audit reports in systems and follow up on closing inspection findings.
• Handle outgoing mails and packages, including vessel-related shipments, and maintain necessary tracking systems.