Document Control Specialist and Dispatcher

Rose Cay Maritime; Wilmington (DE); On-site; USD 40,000 - 80,000; Full time

Job summary

An innovative company in the maritime logistics sector is seeking a motivated Document Control Specialist and Dispatcher. This exciting role involves managing company documents and coordinating vessel movements within a supportive and dynamic work environment. The ideal candidate will possess strong organizational skills and a keen interest in maritime logistics. Join a growing team committed to providing high-quality solutions in the energy supply chain while contributing to the company's success and your career development in a rapidly evolving industry.

Qualifications

• High school diploma required; experience in document management or logistics is a plus.
• Strong communication and organizational skills essential for managing documents and vessels.

Responsibilities

• Assist in document creation, review, and organization for compliance.
• Coordinate vessel movements and communicate with captains and port authorities.

Skills

Attention to detail

Organizational skills

Verbal communication

Written communication

Problem-solving skills

Education

High school diploma or equivalent

Education in document management, maritime studies, or logistics

Tools

Microsoft Office Suite

Document management software

Maritime software and tracking systems

Job description

Document Control Specialist and Dispatcher

About the Organization

Rose Cay Maritime (RCM) is a growing company focused on reimagining the Jones Act to lead in the Energy Transition. Founded in 2021, RCM has undertaken one of the most complex projects in the Jones Act, acquiring one of the largest Articulated Tug Barge (ATB) fleets and putting the vessels into service with the world's leading energy companies as a new entrant. RCM now operates a Jones Act fleet of 18 vessels on all three coasts, consisting of tugs ranging from 4,000 to 10,000 HP and barges ranging from 55,000 to 260,000 bbls.

RCM is tactical with a unique culture of entrepreneurial ingenuity within the Jones Act. Our innovative employees and advisory board are industry leaders with expertise across maritime operations, supply chain, logistics, data analytics, and real asset investment. RCM provides safe, reliable, and environmentally friendly solutions in the mission-critical energy supply chain for Fortune 100 companies.

Dove Cay, LLC, an affiliate of Rose Cay Maritime, LLC, is a provider of crewing and technical management services to owners of Jones Act vessels that provide maritime shipping services for clean and traditional energy products to a variety of customers across the U.S.

Rose Cay Maritime (RCM) is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Description

We are seeking a motivated and detail-oriented individual to join our growing team at Rose Cay Maritime, part of the Jones Act shipping industry. As a dynamic and expanding company, we are committed to providing high-quality maritime logistics services while maintaining a supportive and innovative work environment. This dual-role position involves managing and maintaining company documents while assisting in coordinating and managing the movement of vessels. The ideal candidate will be adaptable, have strong organizational skills, and possess a keen interest in both document management and maritime logistics. At Rose Cay Maritime, we believe that a solid organizational foundation is crucial to ensuring smooth operations and future success. This role offers a unique opportunity to be part of something exciting and contribute to our continued growth, while also developing your career in a rapidly evolving industry.

Position: Document Control Specialist and Dispatcher

Employment Type: Full-Time

Exempt/Non-Exempt: Exempt

PRIMARY DUTIES AND RESPONSIBILITIES

• Assist in the creation, review, and revision of documents to ensure accuracy and compliance with company standards.
• Maintain and organize electronic and physical document storage systems.
• Ensure proper labeling, indexing, and filing of documents for easy retrieval.
• Support the implementation and maintenance of document control procedures and policies.
• Assist in the distribution and tracking of documents.
• Assist in scheduling and coordinating vessel movements, including arrivals, departures, and berthing assignments.
• Communicate with vessel captains, port authorities, and other stakeholders to support smooth operations.
• Monitor vessel movements and provide updates to Regional Managers and relevant parties.
• Maintain accurate records of vessel activities, including logs and reports.
• Ensure compliance with maritime regulations and company policies.
• Support senior dispatchers in responding to emergencies and unexpected situations.
• Collaborate with various departments to ensure document control and dispatch processes are followed.
• Utilize maritime software and tracking systems to assist in managing vessel movements.
• Provide excellent customer service to clients and stakeholders.

EDUCATIONAL/CERTIFICATIONS/EXPERIENCE MINIMUM REQUIREMENTS/OTHER SKILLS/ABILITIES REQUIRED

• High school diploma or equivalent; additional education in document management, maritime studies, or logistics is a plus.
• Exceptional attention to detail and excellent organizational skills are essential to manage both documents and vessel operations efficiently.
• Strong verbal and written communication skills are a must, with the ability to effectively interact with both internal teams and external stakeholders, including vessel captains and port authorities.
• Proficiency in Microsoft Office Suite and document management software.
• Basic proficiency in maritime software and tracking systems is a plus.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Basic understanding of regulatory requirements and standards related to document control and maritime logistics.
• Flexibility to work outside of regular hours, including nights, weekends, and holidays, as required by operational demands.
• Strong problem-solving skills and a willingness to learn and adapt to new technologies and processes.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and