Operations Coordinator (Ship Owner)

Focal Search Pte Ltd; Singapore; On-site; SGD 39,060 - 55,800; Full time

Job summary

A maritime industry leader in Singapore is seeking an Operations Coordinator to ensure safety and environmental standards in operations, prepare essential reports, and support various audits and inspections. The ideal candidate will coordinate with teams and manage documentation effectively while assisting in contract administration and additional tasks. This role involves significant communication and organizational responsibilities, providing a pivotal support function within the company's operational frameworks.

Responsibilities

• Prioritize safety and environmental standards in all tasks.
• Prepare monthly, weekly, and quarterly reports and meeting agendas.
• Support any additional tasks as requested by the Line Manager.
• Coordinate vetting inspections with vessels and oil companies.
• Maintain updates to SIRE-related databases.
• Track and close audits related to navigation and cargo.
• Handle ISM, ISPS, and TMSA audits as needed.
• Update Near Miss and Incident reports in the system.
• Assist in contract administration.
• Support the Technical Management team with ship-related documentation.

Job description

About the job Operations Coordinator (Ship Owner)

Responsibilities:

• Safety and Environmental Protection: Prioritize safety and environmental standards in all tasks.
• Reporting and Meeting Support: Prepare monthly, weekly, and quarterly reports and meeting agendas for the team. Assist in preparing for TMSA audits and provide raw data for Quarterly Management Reviews (QMR) and alerts.
• Ad-hoc Tasks: Support any additional tasks as requested by the Line Manager.
• Coordinate vetting inspections with vessels, ship teams, oil companies, and agents.
• Update Flag State Authority after PSC inspections and upload relevant reports, including PSC and Non-Conformance reports, to OCIMF.
• Maintain updates to SIRE-related databases and respond to SIRE/audit-related feedback and invoices.
• Keep Q88 data, officer matrices, and OCIMF SIRE 2.0 reporting up-to-date.
• Track and close audits related to navigation, cargo, and mooring with the audit team and managers.
• Handle ISM, ISPS, ELP, TMSA, and other customer or class audits, verifying and uploading them as needed.
• Review Near Miss and Incident reports, update them in the reporting system, and send responses promptly.
• Post shore team meeting minutes in the Ship Management SharePoint and maintain HSEQ tracking sheets.
• Assist in contract administration to ensure alignment with the Contract Administrator.
• Support in compiling Quarterly Management Reviews for the company.
• Assist the Technical Management team with monitoring ship-related documentation, certificates, surveys, and arranging services or repairs.
• Maintain communication formats and reports as instructed by managers, and manage electronic ship files.
• Upload inspection and audit reports in systems and follow up on closing inspection findings.
• Handle outgoing mails and packages, including vessel-related shipments, and maintain necessary tracking systems.