Marine and Island Coordinator

ThoughtLabs Belgium; West-Vlaanderen; On-site; EUR 32,000 - 42,000; Full time

Job summary

ThoughtLabs Belgium seeks a proactive admin/coordination specialist for a B2B freelance contract in Ostend, Belgium. You will support Marine & Island Coordination activities and maintain data in Offshare, ensuring vessel and personnel entries are accurate.

You will participate in daily MIC meetings, escalate issues, assist with permits and vessel approvals, and occasionally support the Ostend yard. Fluent English and Dutch are required.

Qualifications

• Experience in an administrative, logistics, maritime or operational coordination environment.
• Strong administrative and organizational skills.
• Ability to work in a structured and systematic manner.
• Good understanding of logistics and operational processes.
• Strong communication and interpersonal skills.
• Team-oriented mindset with a proactive attitude.
• Quick learner with the ability to adapt to new systems and procedures.

Responsibilities

• Support the team with the daily Marine & Island Coordination activities.
• Maintain and update operational data within the Marine & Island Coordination software system (Offshare).
• Ensure vessel and personnel registrations are correctly entered and maintained in the system.
• Monitor incoming information from contractors and verify completeness of submitted documentation.
• Support the planning and coordination of vessel movements and personnel transfers to and from offshore project sites.
• Support the administration of permits, access and vessel approvals.
• Participate in daily coordination meetings and maintain meeting minutes and action logs.
• Escalate inconsistencies, deviations or operational concerns to the MIC team.
• Ensure accurate and timely administration of operational information in the MIC software platform.
• When required, you will provide support for the yard in Ostend.

Skills

Administrative experience

Logistics coordination

Maritime environment

Communication skills

Teamwork

Quick learner

Job description

B2B Freelance contract and CDD both available

Initial contract: 1 year

Starting: ASAP

Extension: Likely for long term

Deadline: 25-10-2026

You are accountable for the following tasks:

• Support the team with the daily Marine & Island Coordination activities.
• Maintain and update operational data within the Marine & Island Coordination software system (Offshare).
• Ensure vessel and personnel registrations are correctly entered and maintained in the system.
• Monitor incoming information from contractors and verify completeness of submitted documentation.
• Support the planning and coordination of vessel movements and personnel transfers to and from offshore project sites.
• Support the administration of permits, access and vessel approvals.
• Participate in daily coordination meetings and maintain meeting minutes and action logs.
• Escalate inconsistencies, deviations or operational concerns to the MIC team.
• Ensure accurate and timely administration of operational information in the MIC software platform.
• When required, you will provide support for the yard in Ostend.

Hard skills and soft skills

• Experience in an administrative, logistics, maritime or operational coordination environment.
• Strong administrative and organizational skills.
• Ability to work in a structured and systematic manner.
• Good understanding of logistics and operational processes.
• Strong communication and interpersonal skills.
• Team-oriented mindset with a proactive attitude.
• Quick learner with the ability to adapt to new systems and procedures.

Languages

• Fluent in English and Dutch

Working hours & workplace

• Primarily office based in Ostend, Belgium
• Occasional visits to project facilities, storage areas or operational locations may be required.