Operations Specialist

TOTE Shipholdings; Jacksonville (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

TOTE Maritime Puerto Rico is seeking an organized Operations Specialist to support vessel and terminal operations, ensuring cargo moves safely and in compliance. You will liaise across Maintenance & Repair, Traffic, Regulatory, and Vessel Planning to coordinate documentation, inventory, and communication.

The role requires attention to detail, the ability to manage multiple priorities, and a proactive approach to resolving operational and documentation issues in a fast-paced maritime environment.

Qualifications

• 2+ years of experience in logistics, transportation, or maritime operations.
• Experience with regulatory compliance or government agencies.
• Bilingual in English and Spanish.
• Proficiency with Microsoft Office, especially Excel.

Responsibilities

• Coordinate cargo documentation and reconcile vessel manifests with port stow plans.
• Support cargo loading/discharge activities with vessel teams and terminals.
• Monitor vessel stability and pre-planning processes for safe operations.
• Attend port calls to support shoreside marine services.
• Prepare shipping documentation and finalize cargo reports for each port call.

Skills

Logistics coordination

Regulatory compliance

Inventory management

Stakeholder communication

Maritime operations

Problem solving

Tools

Microsoft Excel

MS Office

Job description

Operations Specialist - Maritime & Terminal Operations

Position Overview

We are seeking a highly organized and detail-oriented Operations Specialist to support the seamless execution of vessel and terminal operations. This role serves as a critical link across operational teams-including Maintenance & Repair, Traffic, Regulatory, and Vessel Planning-to ensure cargo moves safely, efficiently, and in full compliance with all regulatory requirements.

This position combines logistics coordination, compliance oversight, inventory management, and stakeholder communication, making it ideal for someone who thrives in a fast-paced, operationally complex environment.

What You'll Do

Port & Vessel Operations

• Coordinate cargo documentation and reconcile vessel manifests with port stow plans to ensure accuracy and compliance
• Partner with vessel teams and terminal operations to support cargo loading/discharge activities
• Monitor vessel stability, pre-planning processes, and communicate necessary adjustments for safe operations
• Attend port calls (San Juan) to support shoreside marine services and execution

Regulatory Compliance & Documentation

• Collaborate with government agencies (e.g., Customs) to secure delivery authorizations, inspections, and cargo clearance
• Prepare in-bond documentation for foreign cargo and ensure compliance with customs regulations
• Manage hazardous cargo documentation (DCM) and ensure adherence to all Hazmat CFR requirements

Operational Coordination

• Troubleshoot gate issues and documentation discrepancies to minimize delays and penalties
• Support dispatch operations by preparing and verifying shipping documentation
• Maintain accurate records and provide final cargo reports for each port call

Procurement, Inventory & Vendor Oversight

• Manage procurement processes including purchase orders, vendor quotes, and invoice reconciliation
• Maintain inventory of containers, chassis, reefers, parts, and tires with high accuracy
• Oversee vendor performance and ensure compliance with company policies and documentation standards
• Conduct quality checks on repairs, services, and delivered parts

Systems, Reporting & Continuous Improvement

• Maintain operational systems (including reefer monitoring and internal web portals) to ensure accuracy and functionality
• Support equipment tracking, WIP processes, and discrepancy resolution
• Generate reports and provide insights that improve operational efficiency and decision-making

What Makes You Successful

• Strong attention to detail with the ability to manage multiple priorities in a fast-paced environment
• Solid problem-solving skills with a proactive approach to resolving operational and documentation issues
• Effective communicator who can work across teams, vendors, and regulatory agencies
• High level of accountability with a strong focus on safety, compliance, and accuracy

Basic Qualifications

• 2+ years of experience in logistics, transportation, maritime operations, or a related field (preferred, not required)
• Experience working with regulatory compliance or government agencies
• Bilingual in English and Spanish (written and verbal)
• Proficiency with Microsoft Office (especially Excel)

Preferred Experience

• Background in port operations, shipping, or intermodal logistics
• Familiarity with cargo documentation, vessel planning, or equipment/asset tracking systems

Core Competencies

• Trust & Integrity - Communicates openly, follows through, and does the right thing
• Safety First - Prioritizes safety and continuous improvement in all operations
• Accountability - Owns results and drives high-quality outcomes
• Respect - Builds strong relationships across diverse teams
• Customer Focus - Delivers value to both internal and external stakeholders

Work Environment & Physical Requirements

• Combination of office and active terminal/vessel environment
• Frequent computer-based work with occasional lifting (up to 25 lbs)
• Moderate noise environment with some on-site operational exposure

Why Join Us

This is a high-impact role offering exposure to end-to-end maritime operations, cross-functional collaboration, and opportunities to directly influence efficiency, safety, and customer experience.

Equal Opportunity Employer

TOTE Maritime Puerto Rico is an Equal Opportunity Employer - Affinit ...? TOTE Maritime Puerto Rico is an Equal Opportunity Employer - ... All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.