Ship Spares Coordinator

Gulf Agency Company; Minnesota; On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical PPO Plan Offered

Vision

401(k) Match

Job summary

Gulf Agency Company is seeking a Documentation Specialist in Houston to oversee ship spares activities for vessels in port. You will coordinate spares in transit, liaise with agents, customers and vendors, and ensure timely invoicing and records management.

The role requires a Bachelor's degree and 3–5 years of ship spares or maritime logistics experience, with knowledge of logistics and freight forwarding. Full-time on-site position with daily travel to work.

Qualifications

• Bachelor's degree in Maritime Studies, Supply Chain Management, Logistics, Engineering, or a related field
• Minimum 3–5 years of experience in ship spares management or maritime logistics
• Prior experience with ship management companies, shipping agencies, or offshore/marine industries preferred
• Logistics and Freight Forwarding knowledge

Responsibilities

• Oversee and coordinate all ship spares-related activities for vessels while in port
• Coordinate ship spares in transit prior to vessel arrival and after departure
• Communicate with agents, customers and vendors to ensure freight solutions meet deadlines
• Maintain effective records
• Provide export shipment assistance when requested
• Approve invoices in a timely manner and close jobs
• Provide quotes or approximate costs to ensure proper funding for vessel port calls

Job description

Could you be our new Documentation Specialist

Location: Houston, USA office;

Reporting to: Ship Spares Manager;

Department / team: Ship Spares– Coordinator;

Employment Type: Full-time;

Travel requirements: Daily travel to work;

Key Tech/Tools: MS Office365 Microsoft products (including Teams, Word, Excel, and Outlook); Automated Commercial Environment system, and GAC Freight which will be learned on the job.

What would your day at GAC look like?

• This position is responsible for overseeing and coordinating all ship spares-related activities for vessels while in port. This includes all necessary arrangements and coordination of ship spares in transit prior to vessel arrival and post-vessel departure.
• Communicate with agents, customers, and vendors to ensure freight solutions to meet deadlines.
• Effective records keeping.
• Provide export shipment assistance where requested
• Timely invoice approval/job closing and billing of files as per KPI.
• Providing client with quotes/approx. cost. etc. to ensure proper funding for vessel port calls.

What’s in it for you?

This is your chance to become part of the global GAC team which has been providing professional shipping, logistics and marine services since 1956. Everything we do is guided by the GAC Spirit, built on mutual loyalty between management and staff, and a belief in the value of our people as individuals - not just for the jobs they do.

With more than 7,500 colleagues in 300 strategically located offices in more than 50 countries around the world, we focus on quality, safety and sustainability with a human touch. Emphasizing a long-term approach, innovation and ethics, our flexible and integrated portfolios are designed to work within and support our customers’ operations.

Job requirements

What are we looking for?

• Bachelor's degree in Maritime Studies, Supply Chain Management, Logistics, Engineering, or a related field or Minimum 3–5 years of experience in, ship spares management, or maritime logistics.
• Prior experience working with ship management companies, shipping agencies, or offshore/marine industries preferred
• Logistics and Freight Forwarding knowledge.
• Building Relationships- Creates long-term and mutually beneficial relationships internally or externally, with colleagues, customers, and suppliers. Organizational Skills – Able to manage multiple tasks and requests simultaneously without losing track of deadlines, documentation, or follow-ups.
• Customer Focus- Demonstrates commitment in meeting customer needs and expectations, acts with customers in mind and values importance of providing excellent customer service
• Planning and organizing- Establishes the best course of action in achieving desired results and organizes the resources needed to meet objectives.
• Result-Oriented- Displaying a strong will to achieve what one sets out to do. Focusing one’s energy and resources to finish what has started.
• Accountability- Exhibits ownership of work including mistakes, holds self and others accountable for performance, determines objectives and sets priorities, and commits self to the responsibility for looking after GAC's valuable assets - people and property.

Medical PPO Plan Offered

Vision

401 (k) Match - up to 6 percent once eligible