P&O Maritime Logistics - Coordinator - Ship Management

DP World; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading company in the marine industry is seeking an Administrative Coordinator to support the Corporate Ship Manager in Dubai. The role involves managing operational documentation, coordinating with various departments, and ensuring compliance with HSSEQ standards. Ideal candidates will have a background in business management and administrative experience, along with strong communication skills. This position offers an opportunity to contribute to key operational functions and enhance customer satisfaction.

Qualifications

• Minimum 3 years of administrative experience.
• Excellent English communication skills, both verbal and written.

Responsibilities

• Assist in preparing and consolidating the annual operations budget.
• Maintain logs of CAPEX/OPEX for Operations Departments.
• Coordinate with the IT Department on IT issues.

Skills

Communication

Coordination

Education

Certificate/Diploma in Business Management

Secretarial Course

Tools

MS Office

Adobe Acrobat

Job description

Based in Dubai at our UAE Ports Operations Office, the job holder is required to perform administrative duties to support the Corporate Ship Manager and act as a central point of coordination and communication for smooth operations.

KEY ACCOUNTABILITIES:

Operations:

• Assist the Corporate Ship Manager in preparing and consolidating the annual operations budget, preparing minutes for all management meetings, and producing weekly, monthly, and quarterly reports.
• Maintain logs of CAPEX/OPEX for all Operations Departments.
• Arrange and assist in obtaining gate passes for visitors and suppliers.
• Maintain and register paper records for the Operations office.
• Assist with documentation for special projects.
• Create, maintain, and update a database of operational details and vessel brochures; archive data electronically per Management System guidelines.
• Establish effective communication with clients, addressing queries and complaints to enhance customer satisfaction.
• Maintain and update the emergency contact list and distribute it to relevant parties.
• Raise RFQs in Oracle Fusion for materials and services, including completing GRNs, and assist other departments as needed.
• Prepare Business Travel Requests (BTR) for the Corporate Ship Manager and consultants, coordinating with DW Travels.
• Submit AFE requests through the DPW Portal with supporting documents and create project codes in Oracle Fusion based on approved AFEs.
• Coordinate with the IT Department on IT issues related to common areas and assist other departments with IT issues.
• Liaise with other departments as necessary.

HSSEQ :

• Assist the HSEQ Officer in conducting periodic audits and reporting findings.
• Prepare HSEQ reports and assist in developing training programs and campaigns.
• Coordinate with HC Departments on HSEQ programs and internal training.
• Ensure risk control measures are in place and maintain up-to-date legislation compliance registers.
• Monitor HSEQ objectives, update KPIs, and manage incident and safety registers.
• Support the development and distribution of policies, procedures, and training materials.
• Participate in incident investigations and communicate reports.

Others:

• Ensure proper branding on company items.
• Assist other departments and HR with events.
• Follow HSSEQ rules and report anomalies.
• Serve as a Sustainability Champion in coordination with HR and HSSEQ.
• Perform any other tasks assigned by the Line Manager relevant to the role.

QUALIFICATION & EXPERIENCE

• Certificate/Diploma in Business Management or related field.
• Secretarial Course or similar administrative qualification.
• Minimum 3 years of administrative experience.
• Excellent English communication skills, both verbal and written.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Knowledge of applications like Adobe Acrobat, Firefox, etc.
• Experience in the marine industry is an advantage.

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