Administrative Support:
- Aid the Support Operator/Marine Superintendent in the upkeep and revision of the HSSEQ management system.
- Attend Marine Department meetings, record minutes, and disseminate them as necessary.
- Manage incoming mail from ships and ensure accurate distribution within the office.
- Undertake general administrative tasks as needed.
- File marine-related weekly and monthly reports and documentation received from vessels and various other parties, transitioning to electronic filing and DANAOS.
- Maintain and update all Fleet Notices and Circulars in DANAOS on a monthly basis.
Operational Coordination:
- Organize and oversee the progression of vessel vetting inspections from initiation to final approval, managing communication with the vessel, oil majors, vessel agents, and relevant internal departments.
- Monitor information exchange between the fleet and the department to ensure receipt of all essential updates.
- Coordinate with purchasers, vessel Superintendents, and logistical service providers regarding the loading/unloading/transshipment of stores and spares.
- Monitor vessel movements and performance, reporting to relevant parties.
- Assist in compiling documentation for Management Reviews.
- Coordinate with Master/Charterers regarding unplanned stoppages/repairs, including follow-up for OFF/ON Hire reports and instructions to masters regarding vessel-side reports (to external parties) under guidance from Technical Superintendent.
- Assist with post-fixture activities as necessary (Cargo documentation (BL’s/LOI’s), Cargo quantity issues, Additional Insurance requirements (AWRP/KnR) under guidance from Marine Superintendent as required).
- Manage bunker ROB/requirements of the vessel, including notification to charterers (if required) and intake quantity + segregation onboard under guidance from Tech Superintendent and advice from the Master as necessary.
- Handle agency appointments on owners’ behalf as required.
- Monitor vessel speed & consumption to comply with respective Charter party requirements.
Data Management and Communication:
- Assist in updating, verifying, and managing OCIMF Vessel Particulars Questionnaires (VPQ), as well as updating internal records and marine databases (SIRE, Q88, SIS3, CDI) as required.
- Record and track acknowledgments from the fleet.
- Assist in generating marine department statistics as needed.
- Handle clerical tasks such as filing shipping documents and entering voyage data into business applications.
- Initiate communication for settlement in disputes against counterparties, such as cargo damage or shortage, lay-time, underperformance, etc., based on charter party terms.
- Assist in compiling Insurance Claim documentation.
- Monitor and support all vessels on operational issues (loading/discharging/tank cleaning/grade change) under guidance from Marine Superintendent.
- Gather Customer Feedback.
Requirements:
- Diploma holder in a related field/discipline.
- Minimum of 3 years’ experience in marine industries.
- Possess initiative and ability to multitask.
- Tech-savvy, adaptable to working with ERP systems.
