Vessel Document Specialist

Ingram Marine Group; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Ingram Marine Group in Nashville, TN, is seeking a Vessel Document Specialist to maintain the regulatory documentation portfolio for the fleet and provide limited administrative support to legal counsel.

You will handle COI renewals, USCG filings, FCC licenses, and audits, updating the Vessel Documentation System and coordinating documentation with internal and external partners to ensure compliance and timely submissions.

Qualifications

• MS Office (Word, Excel, Outlook) proficiency required.
• Strong interpersonal and organizational skills.
• Experience with regulatory compliance documentation is helpful but not required.

Responsibilities

• Apply/renew Certificates of Documentation for all fleet vessels.
• Coordinate renewal of licenses (FCC, COFR) for boats and barges.
• Prepare and file registrations with the USCG for Great Lakes travel.
• Update Vessel Documentation System (VDOC) with vessel data.
• Assist with COFR, COI, and annual reporting submissions.
• Attend internal vessel audits and facility visits as needed.

Skills

MS Office Proficiency

Interpersonal skills

Regulatory compliance knowledge

Education

Technical/Vocational degree

Job description

Company Description

Ingram Marine Group operates across America's inland waterways, moving bulk commodities that keep the country running. Our teams transport materials by barge, deliver fuel and supplies to the towing industry, and manage a ship anchorage facility in Louisiana.

As an industry leader, we operate a fleet of approximately 140 towboats and 5,000 barges carrying aggregates, grain, fertilizer, coal, ores, alloys, steel products, chemicals, and more.

We're committed to being the best at what we do. We continue to grow, adapt, and improve and our success is driven by the hard work, dedication, and innovative thinking of our associates.

Job Description

We are hiring for a Vessel Document Specialist in the Nashville, TN area. The person in this position is responsible for maintaining the regulatory documentation portfolio for the entire Ingram fleet and providing limited administrative assistance to legal counsel, when requested.

What you will be doing:

• Applying/renewingfor Certificates of Documentation for all barges and boats in the Ingram fleet
• Working with STE Team on COI Renewals both for Tank Barges and Tow Boats
• Coordinatingrenewal of FCC licenses for boats and fleets
• Communicatingname changes of boats and barges to the appropriate parties (USCG, banks, vendors, etc.), and file for new documentation (COD/COFR/FCC License)
• Preparingand filingregistration for barges with the USCG for travel on the Great Lakes
• UpdatingVessel Documentation System (VDOC) with all boat and barge information
• Applying/renewing for COFR for all tank barges, fuel flats and boats (over 300GT)
• Preparingand filingannual COFR submission
• Preparingand filingannual USACE submission
• Attending/conducting internal vessel audits (must be certified auditor) / facility visits
• Maintaining and updatingVGP system
• Preparingand filingannual VGP submission
• Balancingcorporate credit card statement
• Assisting with business documentation management and gathering in response to garnishments and subpoenas
• Assisting in other Documentation, Compliance, or Legal Tasks as assigned by supervisor
• Supporting department activities with regular and prompt attendance
• Creatingclaims invoice labels and sending them to AP team for processing
• Receivingand sending bi-weekly maintenance report to claims adjusters for review, once approved submitting to payroll for payment

Qualifications

Knowledge, Abilities, & Skills:

• Proficiency with MS Office (Word, Excel, Outlook)
• Strong interpersonal skills and proactive organizational skills
• Previous regulatory compliance documentation familiarity or administrative (legal or non-legal) experience would be helpful but not required

Education & Experience Requirements:

Degree Required: Technical/Vocational

Years of Experience Required: 2-3 Years

Additional Information

If you are requesting reasonable accommodation or disability assistance in submitting your application, you may email us at [e-mail]

Ingram Marine Group and its affiliates ("Company") is an Affidative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, work related mental or physical disability, veteran status, sexual orientation, gender identity, or genetic information.

EEO/AA Employer/Vet/Disabled

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