Vessel Coordinator

Under the direction of the Port Manager, the Vessel Coordinator is responsible for the coordination of all marine operations, agency, and administrative functions associated with individual vessel calls to assigned Port.

Specific Essential Job Duties:

•    Board vessels in Port on a daily basis

•    Assist Port Manager with planning and assigning weekly vessel rotation 

•    Assist Port Manager with billing procedures

•    Assist Port Manager with follow-up and completion of pro forma requests

•    Respond to all principal/customer inquiries in line with Corporate Operations Manual Policies or Principal Governing Working Instructions

•    Prepare/transmit estimates of port costs

•    Established and maintain marine vessel file insuring documentation is prepared in an accurate and timely fashion

•    Prepare/execute required governmental and agency documents for appropriate approvals and submission to marine vessel files

•    Communicate daily with principals/customers, marine vessel’s Master, Port Authority, and appropriate government authorities

•    Procure operation, agency, and administrative services for assigned marine vessels

•    Exercise high quality vendor service management and cost control

•    Makes required trips to United States Immigration Control, and U.S. Customs Office to ensure all necessary documentation is ready for arrivals and departures

•    Abide by company HSEQ policies and procedures

•    All other duties assigned

•    Not all aspects of the job are covered by the descriptions, other duties may be required

•    Position may change as the industry and technology evolve

Qualifications & Requirements:

•    High School diploma or equivalency; some college courses in business management helpful

•    College courses and / or college degree highly preferred 

•    Previous experience in the marine agency field

•    Minimum of two-three (2-3) years as a Boarding Agent 

•    In depth knowledge and understanding of Port Agency Work

•    Possess good organization skills and ability to multi-task procedural and project management tasks within short time constraint situations

•    Previous verifiable experience handling agent duties in servicing vessel arrivals and departures. 

•    Must be able to lift 50 pounds 

•    Possess a valid driver’s license and have an acceptable motor vehicle record (MVR)

•    Must have and / or be able to obtain a Transportation Workers Identification Card (TWIC) within 30 days of hire

•    Must be available to work a flexible schedule based on business needs, including days, nights, weekends, and some holidays with travel to and from the marine vessel while in Port

•    Must have reliable transportation 

•    Must be able to provide and maintain automobile insurance according to state laws 

Working Conditions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires that the employee works outdoors in both hot and cold temperatures, as well as indoors in an office environment. The employee must possess the ability to crouch and stoop to access areas with restricted headroom, to climb ladders, and to lift and carry items weighing up to 50 pounds. The employee may be exposed to odors, dust, dirt, mechanical hazards, elevated noise levels, and potentially hazardous equipment. 

The job involves frequent and extensive activities including walking, lifting, climbing, stooping, bending, and jumping, with the following requirements:

• Frequent walking and standing for extended periods.
• Frequent climbing of gangways, including heights of six feet or more.
• Occasional exposure to outdoor weather conditions (hot, cold, or rainy).
• Frequent and proper lifting of objects weighing up to 50 pounds.

The employee will be required to make numerous trips to the marine vessel during its time in port to handle any issues relevant to the efficient arrival and departure of the vessel.

The employee must have the ability to work a flexible, full-time schedule, which may include days, nights, evenings, weekends, and holidays.