TOS Admin & Process Optimization Lead

Hamburger Hafen und Logistik AG; Trieste/Trst; On-site; EUR 90,000 - 120,000; Full time

Job summary

Hamburger Hafen und Logistik AG in Trieste seeks a Senior TOS Admin Manager to oversee the Terminal Operating System, ensuring safe, efficient operations and data integrity.

You will translate business needs into technical solutions, coordinate with Operations, IT, and external vendors, and drive continuous improvement across the terminal platform.

Qualifications

• Bachelor’s degree in computer science, engineering, logistics, information systems, operations management, or equivalent experience.

Responsibilities

• Administer and maintain the Terminal Operating System (TOS).
• Translate business requirements into TOS solutions and support multiple operational users.
• Coordinate TOS implementation, upgrades, and UAT testing.
• Integrate TOS with ERP, PCS, Customs, OCR, BI, and Port Authority systems.
• Manage vendor relationships and coordinate system enhancements and issue resolution.
• Develop user documentation and training to promote TOS best practices.
• Monitor data quality, system stability, and KPI reporting.

Skills

Leadership

Communication

Problem-Solving

Strategic Thinking

Collaboration

Adaptability

Attention to Detail

Education

Bachelor’s degree in Computer Science/Engineering/Logistics/Information Systems/Operations Management

Tools

Navis N4

CyberLogitec

SPARCS

CATOS

Tideworks

SQL

APIs

Job description

The new Multipurpose Terminal in the Port of Trieste for Container, RoRo, General Cargo and Project Cargo. The terminal, located in the heart of the Adriatic, is to accommodate growing demand and to become the future interchange platform between sea and rail on the intersection of Baltic, Adriatic and Mediterranean railway.

TOS Admin Manager

Trieste, Via degli Alti Forni snc.

HHLA PLT Italy S.r.l.

Transport/Logistics/Container Handling

Purpose of the job

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

TOS Administration

· 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.

Vendor & Stakeholder Management

· 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

· Approve TOS configuration changes.

· Manage user roles and permissions.

· Prioritize business enhancement requests.

· Escalate business-critical system issues.

· Coordinate vendor support for major incidents.

Key Performance Measures

· System availability

· Data accuracy

· Incident resolution time

· User satisfaction

· Interface availability

· Change implementation success

· Master data quality

· TOS utilization

· Vendor SLA performance

Requirements:

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-Ro 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

· 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 and willingness to relocate to Trieste at short notice

Salary range: 80.000-100.000€

The salary range indicated represents the expected compensation for the position. The final compensation package will be determined at the end of the recruitment process, considering professional experience, skills, and overall suitability for the role.

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We encourage applications from candidates belonging to protected categories under Law 68/99, including individuals with disabilities and other underrepresented groups.

As an international logistics company with its roots in Hamburg, HHLA stands for cosmopolitanism and tolerance. We are convinced of the advantages of different perspectives, experiences, and competences. Our aim is to create a working environment in which humanity, mutual respect and appreciation are the basis for the actions of all employees.

If you would like to shape the future of HHLA PLT Italy together with us, we look forward to receiving your detailed application - preferably online via our application form.

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.

The company promotes hiring and compensation practices based on fairness, transparency, and the recognition of individual skills and competencies, in compliance with applicable laws and regulations.

If you would like to shape the future of HHLA PLT Italy together with us, we look forward to receiving your application - preferably online using our application form.