Technical Executive

NauticFleet; Mumbai; On-site; INR 420,000 - 560,000; Full time

Job summary

NauticFleet Pvt Ltd in Mumbai is seeking a Vessel Operations Coordinator to manage month-end documentation, vessel position lists, class status reporting, and dry dock coordination. You will ensure EEXI compliance, collect and submit DCS/CII data, and prepare SEEMP documents in the company template while keeping detailed records in PAL.

The role requires meticulous filing, timely preparation of fleet meeting minutes, and coordination of vessel handovers and owner communications.

Responsibilities

• Month-end documentation: Collect month-end reports from vessels and distribute to stakeholders.
• Vessel position list management.
• Class status reporting: review CSR for conditions of class, recommendations, or notations.
• Dry dock coordination: assist in preparing dry dock specs and cost comparison; send ESP files to vessel.
• EEXI compliance: collect manuals/certificates, coordinate with Class for approval, submit to vessel.
• IMO DCS/CII data collection: ensure monthly fuel data submitted to vendor; maintain records; book invoices in PAL.
• SEEMP II/III document prep in Company template; ensure SEEMP COCs in place; book PAL invoices.
• Lube oil sample tracking: flag delays or non-submissions to Tech Superintendent & Fleet Manager; book PAL invoices.
• Leave planner updates for Fleet Manager and Superintendents.
• Fuel oil analysis reports: follow up with agents/labs for bunker samples; file analysis reports; book invoices in PAL.
• Vessel takeover/handover documentation: ensure documents filed per checklist in folders.
• Fleet meeting minutes: prepare agenda, take minutes, document key points and decisions.
• Lube oil ROB monitoring: receive ROB reports by the 25th; update consumption status.
• Owner communications: send updated Q88 and Class Status reports to vessel owners as needed.
• Vessel modifications/status changes: update PAL when vessels are sold/modified; upload manuals and communicate.
• Ship technical documentation: prepare ship-related reports/letters; ensure data updated in PAL.
• Defect list/weekly reporting: ensure weekly defect lists from vessels and update in PAL.
• Purchase & survey coordination: arrange class surveys, issue POs, coordinate with agents; enter class invoices in PAL.
• Pending invoices - graphical reporting: review weekly pending invoices, prepare graphical summary, share with Head of Ops and Tech weekly.

Job description

Tasks shall include but not be limited to:

1. Month-End Documentation

• Collect all month-end reports from vessels as per the schedule.
• Distribute reports to relevant stakeholders and update folders accordingly.

2. Vessel Position List

3. Class Status Reporting

• Review Class Status Reports (CSR) for any Conditions of Class, recommendations, or notations.
• Monitor due dates for annual surveys and UWILD, and inform Technical Superintendent.

4. Dry Dock Coordination

• Assist in preparing Dry Dock specifications.
• Support Superintendent with cost comparison and send ESP files to vessel.
• Collate post-dry dock service reports and save in folders.
• Ensure EHS report from Class is sent to the vessel and assist with the Dry Dock report.

5. EEXI Compliance

• Collect required manuals and certificates from the vessel.
• Coordinate with Class for approval and follow up on submission.
• Send approved EEXI files back to the vessel.

6. IMO DCS(International Maritime Organization Data Collection System) / CII (Carbon Intensity Indicator)

• Ensure vessels submit monthly fuel oil consumption data to the designated vendor.
• Follow up to maintain performance monitoring records.
• Book related invoices in PAL System.

7. Preparation of SEEMP II and III document

• Preparing SEEMP II and III document in Company Template and sending to Verifier to make sure SEEMP COC's are in place
• Book related invoices in PAL System.

8. Lube Oil Sample Tracking

• Flag delays or non-submissions to the Tech Superintendent & Fleet Manager.
• Book related invoices in PAL System.

9. Leave Planner Updates

• Ensure leave planners for Fleet Manager and Superintendents are maintained and updated.

10. Fuel Oil Analysis Reports

• Follow up with agents/labs for correct dispatch of bunker samples.
• File analysis reports and book related invoices in PAL.

11. Vessel Takeover/Handover Documentation

• Ensure documents are filed according to the checklist in designated folders.

12. Fleet Meeting Minutes

• Prepare agenda, take accurate minutes, and document key points and decisions made.

13. Lube Oil ROB Monitoring

• Receive ROB reports from vessels by the 25th of each month.
• Update Superintendent on consumption status relative to limits.

14. Owner Communications

• Send updated Q88 and Class Status reports to vessel owners as needed.

15. Vessel Modifications or Status Changes

• Update PAL system when vessels are sold, modified, or retrofitted.
• Ensure any new or revised manuals are uploaded and communicated.

16. Ship Technical Documentation

• Prepare ship-related reports, letters, and documents.
• Ensure technical records and vessel data are updated in PAL.

17. Defect List / Weekly Vessel Reporting

• Ensure that defect lists are received from vessels on a weekly basis.
• Update and maintain the defect list accurately in the PAL system in a timely manner.

18. Purchase & Survey Coordination

• Arrange class surveys onboard in coordination with Technical and Marine Superintendents.
• Issue purchase orders and coordinate with agents.
• Ensure class invoices are verified and entered PAL System.

19. Pending Invoices - Graphical Reporting

• Review the weekly pending invoices report received from the Accounts team.
• Prepare a relevant graphical summary of pending invoices.
• Share the updated graph with the Head of Operations and Technical on a weekly basis.