- Maintain the Company’s IMS, ISPS, MLC and ISO manuals, and records by
- Updating and filing manuals, procedures, and documents as per schedule.
- Keeping an external and internal audit schedule.
- Making quarterly updates on SOPEP/SMPEP emergency contact list for the ship and office.
- Updating and disseminating the MPA/MMD notices and circular from MPA Singapore and Malaysia MMD websites weekly or monthly to the ship.
- Updating/uploading/populating the ship shore drills, management reviews, circulars, notices, manuals, memos, and certificate file onto the Fleet Management System.
- Keeping a Management Inspection record and schedule.
- Keeping a HSSEQ record and reporting near misses, incidents, accidents, exposure hours, loss time accidents etc.
- Keeping a record of ship PSC and FSC inspections, status, and summary of observations.
2. Prepare documentation (manuals, audits, and certification) for the new ship delivery or management of ships
3. Distribute or circulate the following documents to the ship and/or office:
- General memos
- HSSEQ, Navigation, Technical, Charterer memos or notes
- SOPEP/SMPEP emergency contact list for ship and office as per quarterly update or as required.
- MPA Notices and circular updates from MPA/MMD website
4. Update the MPA/MMD Continuous Synopsis Record CSR application, certification, and revisions of the ship with MPA Singapore, MMD Malaysia.
5. Update and upkeep the office staff reference library of Harbor and Ocean Going: Paper Charts and IMO Publications or Journals.
6. Record and file office staff protective equipment PPE distribution, and Office portable fire extinguisher annual calibration.
7. Maintain records of acknowledgement from the ship, in-house training records, and certifications.
8. Take minutes for operation meetings, deck operation meeting, various committee meetings and other meetings (as a backup).
9. Create, edit, and upload Memos, Circulars, bulletins and other documents in HTML format or any other format in the document management system of the fleet management software.
10. Collate the data and assist in generating reports from the fleet management software.
11. Carry out other ad hoc duties assigned by the Management.
