Vessel Coordinator

The Vessel Coordinator is responsible for the timely coordination of vessel activities, purchasing services and goods for vessels, pricing and quoting to clients, and ensuring accurate documentation and invoicing in compliance with company policies.

Vessel Coordinator

General Description

The Vessel Coordinator is responsible for the timely coordination of vessel activities, purchasing services and goods for vessels, pricing and quoting to clients, and ensuring accurate documentation and invoicing in compliance with company policies. This role requires strong coordination, organizational skills, and effective communication with internal and external stakeholders.

Ideal Candidate Profile:

The ideal candidate is detail-oriented, proactive, and accountable, with strong coordination, communication, and problem-solving skills.

Work Hours:

Monday to Friday, including weekends as needed.

Key Responsibilities

Vessel Operations & Logistics:

• Coordinate and supervise vessel activities, including arrival, departure, and cargo operations at all ports where the company operates.
• Ensure compliance with local statutory authorities (Customs, Immigration, Maritime Services, Health, Terminals, etc.).
• Update shipping systems and maintain real-time documentation related to vessel activity and container movements.
• Ensure timely response to queries and claims from relevant parties with accurate and factual information.

Procurement & Financial Coordination:

• Ensure timely purchasing of services and goods for vessels, maintaining efficiency and cost-effectiveness.
• Price and prepare quotations for clients, guided by internal pricing structures.
• Generate and manage invoices using the bespoke system, ensuring accuracy and compliance.
• Identify potential risks that could result in financial loss and report them to management.

Customer Service & Reporting:

• Answer customer inquiries professionally and provide clear, solution-oriented communication.
• Ensure all records are updated, organized, and readily available
• Ensure compliance with company policies, KPIs, and reporting standards.

Team Collaboration & Communication:

• Coordinate daily communications
• Support team efforts by contributing to operational efficiency, communicating updates to all team members.
• Assist in administrative duties as assigned by management.

Qualifications & Skills:

Technical & Operational Skills:

• Strong organizational skills with the ability to manage multiple tasks in a fast-paced environment.
• Ability to work independently with minimal supervision and utilize time-management skills effectively.
• Familiarity with documentation processes, including manifests, amendments, and statutory reporting.

Customer & Commercial Skills:

• Strong customer service and problem-solving skills.
• Ability to price and quote services and goods in line with internal guidelines.
• Professional verbal and written communication skills.

Education & Experience:

• 3-5 years of experience in the shipping industry will be an asset
• Experience in vessel operations, purchasing, and customer service.