Ops Resources Coordinator

Tawteen; Muscat; On-site; OMR 9,000 - 15,000; Full time

Job summary

Tawteen is seeking an Resource and Administrative Coordinator to oversee operational manpower coordination and provide comprehensive admin support to the Operations Department in Oman. You will roster, mobilize and deploy personnel for vessel yard gate and shift requirements, maintain accurate records, and ensure timely reporting.

The role supports 24/7 operations through rigorous planning, follow-up and efficient administrative processes.

Qualifications

• Bachelor's degree in Operations management, logistics & supply chain management or a related field.
• Minimum 3 years of experience in resource coordination, workforce planning, operations administration, or a similar role; port or logistics experience is preferred.
• Good understanding of shift rosters, manpower deployment, attendance management, overtime, and contractor coordination.
• Proficiency in MS Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Understanding HR, attendance, Terminal Operating, or workforce management systems is advantageous.
• Good knowledge in SAP is advantageous.
• Strong organizational skills with high accuracy and attention to detail.
• Good communication, coordination, follow-up, and report-writing abilities.
• English is mandatory.

Responsibilities

• Coordinate daily and shift-based deployment of operational manpower based on vessel, yard, gate and support requirements.
• Prepare manpower allocation plans for supervisors, foremen, tally clerks, lashers, traffic marshals, drivers, equipment operators and contracted labor.
• Confirm manpower attendance, competency, certification and availability before assigning personnel to operational duties.
• Arrange replacements and additional resources for absenteeism, leave, operational peaks or unplanned requirements.
• Maintain accurate visibility of available internal and contractor resources and elevate shortages in a timely manner.
• Coordinate equipment-related matters including equipment assignment and allocation and maintain an updated equipment logbook to ensure effective follow-up on equipment status and operational requirements.
• Prepare, update and communicate duty rosters, shift schedules, relief arrangements, leave plans and training allocations.
• Maintain daily attendance records, timesheets, overtime, call-out and shift allowance information.
• Validate contractor attendance and deployed headcount against approved requests and actual operational use.
• Coordinate attendance discrepancies, leave records and roster changes with Operations Management.
• Ensure records are complete, accurate, approved and submitted within established deadlines.
• Prepare operational reports, manpower summaries, meeting records, correspondence, presentations and administrative trackers.
• Maintain organized records for staff qualifications, licenses, certifications, medical validity, training and competency assessments.
• Coordinate documentation for new joiners, access cards, PPE, inductions, uniforms, transport and operational deployment readiness.
• Control filing and retrieval of operational procedures, work instructions, forms, shift reports and contractor documents.
• Assist on SAP PRs/POs related to operations department.
• Support preparation and follow-up of purchase requests, service entries, invoice supporting documents and contract-related records as assigned.
• Act as the central coordination point between Operations Management, shift teams, Planning, HR, HSSE, Engineering, contractors and service providers for manpower requirements.
• Issue clear and timely deployment instructions and communicate roster or operational changes to concerned parties.
• Follow up with contractors on requested manpower, transportation, accommodation, PPE documentation and mobilization status.
• Escalate unresolved shortages, absenteeism, competency gaps or administrative delays that may affect operations.
• Support meetings, interviews, training schedules and onboarding activities.
• Ensure manpower deployment complies with working-hour limits, rest requirements, competency standards and company policies.
• Maintain confidentiality of employee/contractor attendance and payroll-related information.
• Support audits by providing accurate attendance, training, certification and contractor records.
• Identify opportunities to improve roster efficiency, overtime control, manpower utilization and administrative workflows.
• Support implementation of digital attendance, resource management and reporting systems.

Skills

Communication

Organizational skills

Attention to detail

Multitasking

Confidentiality

Time management

English proficiency

Education

Bachelor's degree in Operations management, logistics & supply chain management or related field

Tools

Excel

Word

PowerPoint

Outlook

SAP

Job description

JOB PURPOSE

The Resource and Administrative Coordinator is responsible for coordinating operational manpower and providing comprehensive administrative support to the Operations Department. The role ensures that qualified personnel are rostered, mobilized and deployed in line with vessel yard gate and shift requirements. It maintains accurate attendance, overtime, competency, training, contractor and operational records, supports reporting and documentation and acts as a coordination link between Operations, HR, HSSE, Planning, contractors and other stakeholders. The position contributes to reliable 24 7 operations through timely resource planning, disciplined follow-up, accurate records and efficient administrative processes.

KEY ACCOUNTABILITIES

Resource Coordination

Coordinate daily and shift-based deployment of operational manpower based on vessel, yard, gate and support requirements.

Prepare manpower allocation plans for supervisors, foremen, tally clerks, lashers, traffic marshals, drivers, equipment operators and contracted labor.

Confirm manpower attendance, competency, certification and availability before assigning personnel to operational duties.

Arrange replacements and additional resources for absenteeism, leave, operational peaks or unplanned requirements.

Maintain accurate visibility of available internal and contractor resources and elevate shortages in a timely manner.

Coordinate equipment-related matters including equipment assignment and allocation and maintain an updated equipment logbook to ensure effective follow-up on equipment status and operational requirements.

Roster Attendance Overtime Administration

Prepare, update and communicate duty rosters, shift schedules, relief arrangements, leave plans and training allocations.

Maintain daily attendance records, timesheets, overtime, call-out and shift allowance information.

Validate contractor attendance and deployed headcount against approved requests and actual operational use.

Coordinate attendance discrepancies, leave records and roster changes with Operations Management.

Ensure records are complete, accurate, approved and submitted within established deadlines.

Operational Administration

Prepare operational reports, manpower summaries, meeting records, correspondence, presentations and administrative trackers.

Maintain organized records for staff qualifications, licenses, certifications, medical validity, training and competency assessments.

Coordinate documentation for new joiners, access cards, PPE, inductions, uniforms, transport and operational deployment readiness.

Control filing and retrieval of operational procedures, work instructions, forms, shift reports and contractor documents.

Assist on SAP PRs/POs related to operations department.

Support preparation and follow-up of purchase requests, service entries, invoice supporting documents and contract-related records as assigned.

Communication Coordination

Act as the central coordination point between Operations Management, shift teams, Planning, HR, HSSE, Engineering, contractors and service providers for manpower requirements.

Issue clear and timely deployment instructions and communicate roster or operational changes to concerned parties.

Follow up with contractors on requested manpower, transportation, accommodation, PPE documentation and mobilization status.

Escalate unresolved shortages, absenteeism, competency gaps or administrative delays that may affect operations.

Support meetings, interviews, training schedules and onboarding activities.

Compliance Confidentiality Improvement

Ensure manpower deployment complies with working-hour limits, rest requirements, competency standards and company policies.

Maintain confidentiality of employee/contractor attendance and payroll-related information.

Support audits by providing accurate attendance, training, certification and contractor records.

Identify opportunities to improve roster efficiency, overtime control, manpower utilization and administrative workflows.

Support implementation of digital attendance, resource management and reporting systems.

Key Performance Indicators

• Percentage of operational shifts fully manned against approved requirements
• Accuracy and on-time submission of rosters, attendance, timesheets and overtime records
• Number of operational delays attributable to manpower shortage or late deployment
• Overtime and manpower utilization versus approved plan and budget
• Accuracy and completeness of competency, certification and contractor documentation
• Response time for replacement manpower and urgent resource requests
• Number of payroll, invoice, attendance or deployment discrepancies
• Internal stakeholder satisfaction with resource coordination and administrative support

Qualification

Bachelors degree in Operations management, logistics & supply chain management or a related field.

Experience: Minimum 3 years of experience in resource coordination, workforce planning, operations administration, or a similar role; port or logistics experience is preferred.

Good understanding of shift rosters, manpower deployment, attendance management, overtime, and contractor coordination.

Skills: Proficiency in MS Office applications, particularly Excel, Word, PowerPoint, and Outlook.

Understanding HR, attendance, Terminal Operating, or workforce management systems is advantageous.

Good knowledge in SAP is advantageous.

Strong organizational skills with high accuracy and attention to detail.

Good communication, coordination, follow-up, and report-writing abilities.

English is mandatory.

Ability to manage confidential information professionally and maintain accurate records.

Ability to prioritize multiple urgent requirements and work effectively in a 24/7 operational environment.

Flexibility to work outside normal office hours when required to support operational changes or emergencies.