Operations Coordinator

Job Summary

We are seeking a highly organized and proactive Operations Coordinator to support daily operational activities and ensure smooth coordination between clients, vendors, service teams, and management. The ideal candidate will be responsible for planning service schedules, maintaining operational records, coordinating vessel/service activities, managing documentation, and supporting invoicing and administrative processes.

The Operations Coordinator plays a key role in ensuring efficient workflow management, timely communication, accurate reporting, and excellent client service.

Key Responsibilities

Operations Planning & Coordination

• Assist in planning and coordinating vessel attendance and service schedules.
  
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• Monitor vessel movements and maintain updated vessel position records.
  
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• Coordinate with internal teams, vessel owners, managers, and external offices to obtain operational updates.
  
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• Arrange and schedule services as per client requirements.
  
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• Ensure smooth communication between all stakeholders involved in operational activities.
  
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Documentation & Record Management


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• Maintain well-organized operational files and records for easy retrieval and reference.
  
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• Update and maintain project, client, consultant, and operational databases.
  
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• Ensure all operational documents are accurate, complete, and up to date.
  
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• Maintain proper documentation for audits and compliance requirements.
  
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Purchase Orders & Invoicing


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• Prepare and process Purchase Order (PO) requests.
  
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• Follow up on PO approvals and vendor communications.
  
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• Raise and issue work instructions to service teams and contractors.
  
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• Generate invoices and support billing activities.
  
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• Coordinate with finance teams for invoice tracking and payment follow-ups.
  
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Reporting & Scheduling


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• Monitor daily, weekly, and monthly operational schedules.
  
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• Prepare status reports and updates for management.
  
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• Track service completion and project progress.
  
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• Escalate operational issues or delays to the line manager when required.
  
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Administrative Support


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• Maintain accurate housekeeping of project and consultant details.
  
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• Ensure operational databases remain current and error-free.
  
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• Support management with administrative and ad-hoc tasks.
  
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• Assist in improving operational processes and workflow efficiency.
  
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Required Qualifications


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• Bachelor's Degree in Business Administration, Logistics, Operations Management, Commerce, Maritime Studies, or a related field.
  
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• Freshers with strong organizational skills may apply.
  
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• Prior experience in operations coordination, administration, logistics, shipping, or service coordination will be an added advantage.
  
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• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint).
  
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