Marine Coordinator

Job Description

Assist DPA, Marine Superintendent, and Vessel Managers with routine coordination and documentation tasks. Support the preparation of Quarterly Management Review (QMR) and Annual Management Review (AMR) reports by gathering relevant data across departments. Develop and maintain the annual vessel visit, inspection, and audit schedule; share with Vessel Managers and Marine Superintendents. Upload audit/visit reports to internal systems and ensure timely follow-up on closure of findings. Maintain and update the central tracker for findings (TM Master, Unisea). Create and update the calendar for internal audits, external audits, and inspections. File and archive audit reports and marine documentation systematically (OneDrive/Company system). Make audit/inspection entries in Unisea System and follow up on CAPAs (Corrective and Preventive Actions). Collate, prepare, and submit HSE questionnaires and supporting documents for client requests, tenders, and bidding processes. Maintain up-to-date records of five years of HSE statistics. Track and manage quarterly data for incidents, accidents, near-misses, Port State Control (PSC), Flag State Inspections (FSI), etc. Participate in ship-to-shore drills and support the reporting process. Support preparation for DOC audits, ISO audits, internal audits, and OVMSA audits. Ensure ISM Declaration forms are maintained. Maintain records of Key Performance Indicators (KPIs) and share monthly updates. Prepare PowerPoint presentations for Vessel Management Reviews. Attend weekly Marine & Operations meetings and update associated reports in the system. Upload technical vessel visit reports into the system. Maintain travel plan for Vessel Managers. Ensure timely circulation of open/overdue Task/Deficiency Lists to VMs and follow up with vessels as per instructions. Maintain a yearly record of Vessel Managers visit data for finance submission. Support VM in preparing monthly or quarterly fleet reports as required. Assist the Senior Technical Assistant and participate in owner meetings, including preparation of meeting minutes.