Role:
- Support the Operator/Marine Superintendent in maintaining and updating the HSSEQ management system.
- Coordinate and track the progress of vessel vetting inspections from initial request to final approval, including communication with vessels, oil majors, agents, and internal departments.
- Attend Marine Department meetings, take minutes, and distribute them as necessary.
- Assist in updating, verifying, and maintaining the OCIMF Vessel Particulars Questionnaires (VPQ), along with internal records and marine databases such as SIRE, Q88, SIS3, and CDI.
- Ensure a steady flow of information from the fleet to the department, ensuring timely receipt of updates.
- Manage and distribute incoming mail from ships appropriately within the office.
- Track and document acknowledgments from the fleet.
- Assist in producing required statistics for the Marine Department.
- Prepare documentation for Management Reviews.
- Maintain and update Fleet Notices and Circulars in the DANAOS system on a monthly basis.
- Perform general administrative tasks as required.
- File marine-related weekly and monthly reports and documents from vessels and other sources, transitioning to electronic filing in DANAOS.
- Ensure compliance with voyage instructions and guide vessel masters according to governing charter parties.
- Coordinate with purchasers, Superintendents, and logistics providers for planning the loading, unloading, or transshipment of stores and spares.
- Monitor and compare actual fuel consumption of vessels against budgeted figures to ensure cost efficiency.
- Track vessel movements and performance, providing reports to relevant stakeholders.
- Communicate and negotiate settlements for disputes involving cargo damage, shortages, laytime, underperformance, etc., based on charter parties.
- Handle clerical tasks such as filing shipping documents and entering voyage data into business applications.
- Assist with compiling documentation for insurance claims.
- Coordinate with Masters and Charterers regarding unplanned stoppages or repairs, including follow-ups on OFF/ON Hire reports and vessel-side reporting (under Technical Superintendent guidance).
- Support vessels with operational matters like loading, discharging, tank cleaning, or grade changes (under Marine Superintendent guidance).
- Assist with post-fixture activities, including cargo documentation (e.g., BLs, LOIs), cargo quantity issues, and additional insurance requirements (e.g., AWRP, KnR) as directed by the Marine Superintendent.
- Monitor bunker ROB and vessel requirements, including notifications to charterers if needed, and ensure proper intake and segregation on board (with guidance from the Technical Superintendent and Master).
- Appoint agents on behalf of owners as needed.
- Monitor vessel speed and consumption to comply with charter party requirements.
- Collect and document customer feedback.
Requirements:
- Diploma holder in a related field or discipline.
- At least 3 years of experience in the marine industry.
- Demonstrates initiative and the ability to multitask effectively.
- Tech-savvy and adaptable to working with ERP systems.
