Operations Coordinator

1 week ago

Singapore Teekay Full time

**We’re looking for our next Operations Coordinator**

The Operations Coordinator is responsible for providing support to the various departments in the organization namely the Marine HR, HSEQ, Marine Operations and Technical Management Team on a rotational basis that will be decided by the operational needs of the organization.

**Some of the things you’ll be doing**
- Hold safety and environmental protection as a value
- Preparation of monthly, weekly and quarterly reports / meeting agenda for the team
- Assist in TMSA audits preparation
- Provide and analyze raw data / slides for Quarterly Management Reviews (QMR) and Quarterly alerts
- Assist with any ad-hoc tasks as required by Line Manager

VETTING
- Coordinate and arrange Vetting inspections between vessels, ship teams, oil company and agents;
- Update Flag State Authority, post any PSC inspection onboard vessels.
- Upload PSC reports and where applicable, Non Conformance reports to OCIMF.
- Update INTERTANKO bench-marking repository for SIRE;
- Receive and follow up on SIRE / NS / audit related responses and invoices;
- Maintain updates of Q88 data, HVPQ, officer matrix and OCIMF SIRE 2.0 reporting;
- Maintain an overview of the Navigation, Cargo, Mooring audit’s function (tracking and closure) in collaboration with the Audit team, Managers and vessels.

HSEQ
- Follow up, verify contents, and upload audits such as ISM, ISPS, ELP, TMSA, other customers/class audits, and ISM code reviews.
- Receive and review Near Miss and Incident reports and update these reports in the reporting System.
- Compile and send monthly HSEQ meeting responses to vessels promptly
- Draft and post the shore team meeting minutes in the Ship management SharePoint.
- Maintain tracking sheets for HSEQ matters such as Incident follow up, Audit dates and LTI free dates.
- Understand contracts and contractual administration to ensure sufficient overlap with the Contract administrator.
- Support Teekay Marine services in compiling Quarterly management reviews.

TECHNICAL
- Provide support to the Technical Management team in all areas but not limited to monitoring and maintaining ship related documentation, monitoring the due dates of all ship certificates/ surveys and assist to arrange services and repairs when required;
- Maintain repetitive communication formats, reports/data, on computer as advised by Director or Managers;
- Attend filing of ship papers. Maintain Master electronic file for each vessel;
- Uploading of Manager inspection reports in NSE and with closing off inspection findings in the systems;
- Arrange all local and overseas outgoing mails and packages (including vessel mails) and prepare the required shipping documentation;
- Uploading of Vessel Manager inspection, Audit, and Flag State Inspection reports in NSE and with closing off inspection findings in the systems

**What we are looking for**
- A diploma in Business / Maritime Studies or relevant administration experience in the marine
industry is preferred.
- Analytical, problem-solving, time management and decision-making skills
- Ability to respond positively to customers in an effective manner
- Demonstrates teamwork and interpersonal skills
- Strong written and spoken English communications skills

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