TOS Admin Manager

HHLA PLT Italy; Friuli-Venezia Giulia; On-site; EUR 65,000 - 100,000; Full time

Job summary

HHLA PLT Italy is seeking a TOS Admin Manager to oversee the administration, configuration, support, and continuous improvement of the Terminal Operating System, ensuring safe and efficient terminal operations.

You will translate operational needs into system solutions, coordinate with multiple business units and the TOS vendor, and drive automation and data quality across interfaces with ERP, PCS, and customs.

Qualifications

• Bachelor's degree or equivalent in a relevant field.
• Minimum 5 years’ experience with Terminal Operating Systems in container terminals.
• Experience with Navis N4, CyberLogitec, and other TOS platforms.
• Strong knowledge of data quality, system stability and API concepts.

Responsibilities

• Own the TOS administration, configuration, and data integrity.
• Coordinate with operations, IT, and vendors to implement enhancements.
• Lead UATs, go-live activities, and continuous improvement initiatives.
• Manage interfaces between TOS and ERP, BI, and port systems.
• Develop user procedures and provide training.

Skills

TOS administration

Business process mapping

SQL

Vendor management

Education

Bachelor's degree in a relevant field

5+ years of TOS experience

Tools

Navis N4

CyberLogitec

SPARCS

Tideworks

Job description

The TOS Admin Manager is responsible for the administration, configuration, support, and continuous improvement of the Terminal Operating System (TOS), ensuring it supports safe, efficient, and reliable terminal operations.

The role acts as the business owner of the TOS, translating operational requirements into system solutions while ensuring data quality, system stability, and alignment with terminal business processes.

Working closely with Operations, Planning, Commercial, Finance, IT, and the TOS vendor, the TOS Admin Manager supports system enhancements, digitalization initiatives, and continuous process improvement.

Organizational Scope

• Administer and maintain the Terminal Operating System.
• Manage system configuration, master data, and user access.
• Ensure system availability, data integrity, and configuration control.
• Maintain system documentation and configuration records.

Business Support

• Translate business requirements into TOS solutions.
• Support Operations, Planning, Gate, Yard, Rail, Vessel, Cargo Control, and Billing users.
• Analyse system issues and coordinate corrective actions.
• Ensure business processes remain aligned with TOS functionality.

Projects & Continuous Improvement

• Support TOS implementation and upgrade projects.
• Coordinate User Acceptance Testing (UAT).
• Validate new functionality before production release.
• Identify opportunities for automation and process improvement.

Systems Integration

• Coordinate interfaces between the TOS and external systems, including ERP, PCS, Customs, OCR, VBS, GOS, Business Intelligence, and Port Authority systems.
• Monitor interface performance and coordinate issue resolution with IT and vendors.
• Act as the primary business contact for the TOS vendor.
• Coordinate system enhancements and issue resolution.
• Monitor vendor performance and support service improvements.

Reporting & Training

• Ensure operational data accuracy and KPI reporting.
• Develop user documentation and operating procedures.
• Train users and promote TOS best practices.
• Support change management and user adoption.

Authority

• Manage user roles and permissions.
• Prioritize business enhancement requests.
• Escalate business-critical system issues.

Key Performance Measures

• Incident resolution time
• Change implementation success

The Candidate

Education & Experience

• Bachelor's degree in computer science, Engineering, Logistics, Information Systems, Operations Management, or equivalent experience.
• Minimum 5 years of experience with Terminal Operating Systems in container or Ro-R-o terminals.
• Experience in TOS administration, implementation, or business systems.
• Experience with Navis N4, CyberLogitec, SPARCS, CATOS, Tideworks, or similar TOS platforms.
• Experience supporting TOS implementation projects is an advantage.

Technical Skills & Knowledge

• Advanced knowledge of Terminal Operating Systems.
• Business process mapping and workflow design.
• Master data and user administration.
• System interfaces and API concepts.
• SQL and database fundamentals.
• User Acceptance Testing (UAT).
• Change and release management.
• Good understanding of terminal operations, including gate, yard, vessel, rail, cargo control, billing, customs, and IMDG processes.

Behavioural Competencies Required (e.g., organizational skills, ability to lead a team, etc.)

• Strategic Thinking: Able to anticipate operational needs and develop long-term planning strategies.
• Leadership: Inspires, guides, and develops a diverse planning and documentation team.
• Communication: Clear, confident communicator with internal teams, customers, and external stakeholders.
• Problem-Solving: Strong ability to resolve complex operational challenges under pressure.
• Decision-Making: Makes timely, informed decisions in dynamic and high-pressure environments.
• Collaboration: Works effectively across departments to ensure seamless operational execution.
• Adaptability: Able to adjust strategies quickly in response to operational changes or disruptions.
• Attention to Detail: Ensures accuracy in planning outputs and documentation.

Language Requirements

• Fluent written and spoken Italian.
• Fluent written and spoken English.

Other Requirements

• Availability to support major operational incidents and system go-live activities when required.
• Availability for overtime and emergency call-out when required.
• Valid EU work permit.

Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described and may be amended at any time at the sole discretion of the Employer.