Assistant Harbour Master, Practices and Performance

Administration-Portuaire-De-Qu; Quebec; On-site; CAD 90,000 - 120,000; Full time

Job summary

Administration Portuaire de Québec is seeking a qualified professional to ensure continuity of Harbour Master Office operations and serve as the daily link between the Harbour Master’s Office and the Control Centre. The incumbent will promote consistent practices, coordinate training, and drive improvements to procedures and tools.

The role requires a college diploma in a maritime-related field with at least ten years of relevant experience, strong bilingual communication, and the ability to

Qualifications

• College diploma in administration, operations management, a maritime-related discipline, or another field relevant to the position.
• Minimum of ten years of relevant experience in similar functions or environments.
• Knowledge of the maritime industry.
• Strong team player with the ability to collaborate effectively across multiple teams and departments.
• Excellent communication, interpersonal, and coaching skills.
• Ability to remain calm under pressure and demonstrate sound judgment and self-control.
• Strong organizational, planning, and priority management skills.
• Excellent command of spoken and written French and advanced proficiency in English.

Responsibilities

• Develop and maintain training and competency assessment tools based on operational requirements.
• Plan training activities and ensure the development and monitoring of employee competencies.
• Establish and maintain performance monitoring and analysis tools.
• Analyze and interpret individual and team performance based on established criteria.
• Prepare findings and recommendations for management.
• Contribute to employee evaluation processes in collaboration with the Harbour Master.
• Structure and maintain a practices and procedures manual.
• Organize and oversee work methods and ensure documentation is updated.
• Draft and structure operational notices and directives for consistent application.
• Ensure continuity of Harbour Master Office operations across shifts.
• Coordinate and prioritize Control Centre and dispatcher activities.
• Support standardization of practices to reduce discrepancies.
• Provide operational support during exceptional circumstances or peak workloads.
• Identify, document, and prioritize system improvement needs with IT.
• Define and update system usage rules and standards.

Skills

Team collaboration

Communication skills

Coaching

Calm under pressure

Organizational skills

Adaptability

French language

English language

Education

College diploma in administration/operations/maritime

Job description

JOB DESCRIPTION

Reporting to the Harbour Master and Director of Port Services, the incumbent ensures operational continuity and serves as the daily link between the Harbour Master's Office and the Control Centre. The incumbent promotes consistency in practices and information, structures, coordinates, and continuously improves methods, procedures, and training programs to reduce variability. Acting as an operational resource person for management, the incumbent contributes to the alignment of operational and securityrequirements.

RESPONSIBILITIES

Competency Development, Training and Evaluation

• Develop and maintain training and competency assessment tools based on operational requirements;
• Plan training activities and ensure the development and monitoring of employee competencies;
• Establish and maintain performance monitoring and analysis tools;
• Analyze and interpret individual and team performance based on established criteria;
• Prepare findings and recommendations for management;
• Contribute to employee evaluation processes in collaboration with the Harbour Master.

Practices, Procedures and Documentation

• Structure and maintain a practices and procedures manual;
• Organize and oversee work methods;
• Ensure documentation is updated in response to operational needs and challenges;
• Draft and structure operational notices and directives;
• Ensure their communication, understanding, and consistent application.

Operational Coordination and Continuity

• Ensure continuity and consistency of Harbour Master's Office operations across shifts;
• Coordinate and prioritize Control Centre and dispatcher activities;
• Support the standardization of practices to reduce operational discrepancies;
• Coordinate between teams to promote consistent use of tools and practices;
• Provide operational support during exceptional circumstances or peak workloads.

Tools and Systems

• Ensure the effective use and understanding of tools and systems used by the Harbour Master's Office and report issues as required;
• Identify, document, and prioritize system and tool improvement needs in collaboration with the Information Technology team;
• Define, oversee, and update system usage rules and standards (e.g., data entry, request types, access management).

Security

• Act as the liaison between the Harbour Master's Office, the Control Centre, and the Security function;
• Support teams in the day-to-day application of security practices;
• Monitor operational security issues and recommend adjustments where required;
• Ensure alignment between security requirements and operational realities;
• Collaborate with relevant stakeholders to promote the consistent application of security practices;
• In collaboration with the Director of Security, maintain relationships and communications with Transport Canada Marine Security Inspectors;
• Support the monitoring of training and certification requirements for Enforcement Officers and ensure compliance of affected employees, including patrol officers;
• Represent the organization, as required, with law enforcement agencies and collaborate with police services and other partners on files and events requiring their involvement;
• In support of the Control Centre, oversee requests related to the Transportation Security Clearance Program, act as a resource person on regulatory requirements, and support teams in meeting compliance obligations.

Qualifications and Experience

• College diploma in administration, operations management, a maritime-related discipline, or another field relevant to the position;
• Minimum of ten (10) years of relevant experience in similar functions or environments;
• Knowledge of the maritime industry;
• Strong team player with the ability to collaborate effectively across multiple teams and departments;
• Excellent communication, interpersonal, and coaching skills;
• Ability to remain calm under pressure and demonstrate sound judgment and self-control;
• Strong organizational, planning, and priority management skills;
• Ability to adapt effectively to changing and unforeseen circumstances;
• Excellent command of spoken and written French;
• Advanced proficiency in spoken and written English.

During the first year in the position, the incumbent must obtain the Level 3 Enforcement Officer certification, Port Facility Security Officer certification, and a Secret-level security clearance.