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 Teekay Marine Services.
- 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.
