Marine Operations Coordinator

HSM SHIP MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 60,000 - 100,000; Full time

Job summary

HSM Ship Management PTE. LTD. seeks a Marine Operations Executive to coordinate and manage daily operational activities for ongoing and confirmed projects, ensuring timely execution and effective manpower mobilisation.

You will collaborate with project teams, local vendors and agents to ensure smooth operations. You will oversee material procurement, vendor coordination, cost tracking, and QA/QC documentation, reporting to the Commercial PIC and aligning with vessel schedules and regulatory

Responsibilities

• Coordinate and manage daily operational activities for ongoing and confirmed projects.
• Arrange and monitor manpower mobilisation and demobilisation according to project schedules.
• Collect, verify, update and maintain daily manpower timesheets for projects.
• Liaise with local vendors and suppliers to source materials and procure for project execution.
• Follow up on vendor POs, invoices and cost documentation; update project cost records.
• Coordinate with local agents for manpower transfers, mobilisation and demobilisation, ferry services and marine logistics.
• Prepare, compile, review and submit QA/QC documents required for project execution.
• Provide regular operational updates to the Commercial PIC and maintain project files for reporting and audit.

Job description

Job Summary

The Marine Operations Executive is responsible forcoordinating and managing the daily operational activities of ongoing andconfirmed projects, ensuring timely project execution, effective manpowermobilisation, procurement of materials, transportation arrangements, and propercost tracking. The position reports directly to the Commercial Person-in-Charge(PIC) and works closely with project teams, local vendors, local agents, andother relevant stakeholders to ensure smooth and efficient project operations.

Key Roles and Responsibilities

1. Project Operations Coordination

Coordinate and manage daily operationalactivities for ongoing and confirmed projects. Liaise with the Commercial PICto provide regular updates on project progress, operational requirements, andoutstanding matters. Follow up on project schedules, deadlines, and operationaldeliverables to ensure timely execution. Coordinate with internal departmentsand external parties to resolve operational issues and minimise project delays.

2. Manpower Mobilisation and Demobilisation

Coordinate and follow up on manpowerrequirements for project execution. Arrange and monitor manpower mobilisation anddemobilisation according to project schedules. Liaise with local agents toarrange crew transfers, ferry services, cargo launches, and other necessarymarine transportation. Ensure all required supporting documents for MPA, PSA,riding crew, and other relevant authorities or facilities are prepared andsubmitted on time.

3. Daily Timesheet Management

Collect, verify, update, and maintain dailymanpower timesheets for ongoing projects. Monitor manpower attendance, workinghours, overtime, and deployment records, where applicable. Follow up with therelevant PICs to ensure timesheets are submitted accurately and on time.Maintain proper timesheet records for project cost tracking and commercialverification.

4. Material Procurement and VendorCoordination

Liaise with local vendors and suppliers tosource and procure materials, equipment, and consumables required for projectexecution. Obtain quotations and coordinate purchase requirements in accordancewith project specifications and company procedures. Follow up on materialavailability, delivery schedules, and outstanding procurement requests. Arrangenecessary transportation and delivery of materials to the designated projectsite, vessel, or work location.

5. Purchase Order, Invoice and Cost Control

Follow up on vendor purchase orders (POs),delivery orders, invoices, and supporting documents. Coordinate with vendors,the procurement team, and the finance department to resolve outstandingdocumentation and payment matters. Update and maintain project cost records inthe respective project files. Track manpower, material, transportation, andother operational expenses against project requirements and budgets. Ensure allcost records and supporting documents are accurate, complete, and up to datefor commercial review.

6. Marine Logistics and Local AgentCoordination

Coordinate with local agents to arrangemanpower transfers, mobilisation and demobilisation, ferry services, cargolaunches, and other marine logistics. Follow up on transportation schedules,access requirements, permits, and supporting documentation. Ensure arrangementsare aligned with project timelines and applicable MPA, PSA, and siterequirements. Maintain effective communication with agents and serviceproviders to ensure smooth project execution.

7. QA/QC Documentation

Prepare, compile, review, and submitQuality Assurance and Quality Control (QA/QC) documents required for projectexecution. Coordinate with the project team and relevant personnel to obtaininspection records, checklists, certificates, reports, and otherquality-related documents, as applicable.Ensure QA/QC documentation iscomplete, properly maintained, and submitted within the required deadlines.Follow up on outstanding documents, revisions, and client comments untilclosure.

8. Reporting and Documentation

Control Provide regular operational updatesand report project-related matters to the Commercial PIC. Maintain organisedproject files containing timesheets, procurement records, vendor POs, invoices,transportation costs, and QA/QC documentation. Highlight operational delays,cost variations, manpower shortages, procurement issues, and other matters requiringmanagement attention. Ensure project records are accurate, traceable, andreadily available for commercial review, reporting, and audit purposes.

Key Objective

To ensure that all ongoing andconfirmed projects are supported by effective operational coordination, timelymanpower mobilisation, reliable material procurement, efficient marinelogistics, accurate cost tracking, and complete QA/QC documentation, enablingprojects to be executed safely, efficiently, and within the agreed schedule andbudget