Operations Officer - Job Description

Position Overview:

The Operations Officer is a vital role in our company's Operations Department, supporting the Operations Superintendent in overseeing, optimizing, and efficiently managing fleet’s marine operations. This role is instrumental in ensuring the efficient handling of agency appointments and maintaining the accuracy of port disbursement accounts. The Operations Officer reports directly to the Operations Superintendent.

Key Responsibilities:

1. Voyage Coordination and Monitoring:

• Collaborate closely with the Operations Superintendent to monitor and coordinate daily vessel operations.
• Assist in maintaining open communication with vessel Masters to address operational matters promptly.

2. Agency Appointments Management:

• Take charge of scheduling and managing port agency appointments, ensuring timely arrangements for vessel calls.
• Liaise with port agents to facilitate a smooth and efficient turnaround of vessels.

3. Port Disbursement Account Oversight:

• Handle the meticulous preparation and scrutiny of port disbursement accounts to ensure their accuracy.
• Maintain vigilant follow-up on the prompt payment of port disbursement invoices.
• Regularly collect and save updated tariff information from ports to ensure accurate cost estimates for vessel calls and disbursements.

4. Compliance and Reporting:

• Work in tandem with the Operations Superintendent to ensure strict compliance with Active procedures, industry regulations, and applicable rules.
• Assist in ensuring that assigned vessels submit correct and timely reports in line with established procedures.

5. Communication and Collaboration:

• Foster and maintain effective communication with internal and external stakeholders, including vessel Masters, port agents, and industry associations.
• Support the Operations Superintendent in building and nurturing strong relations with principals and industry partners.

6. Liaison for Outstanding Claims:

• Act as a key liaison point between the Operations Superintendent and the Insurance Executive and Commercial Supervisor in managing outstanding claims.
• Assist in coordinating efforts to address incidents and claims related to vessel operations, ensuring prompt and effective resolution.

7. Support for Post-Fixture Activities:

• Provide essential support in post-fixture activities, collaborating closely with the Operations Superintendent to ensure the seamless execution of charter agreements.
• Assist in coordinating documentation, invoicing, and follow-up activities related to charter agreements.

8. Daily Vessel Performance Tracking:

• Perform daily follow-ups on vessel performances, and performance indicators based on Charter Party (C/P) figures and requirements.
• Assist in identifying opportunities for optimization and efficiency improvements in vessel operations.

9. Charter Agreement Oversight:

• Support the Operations Superintendent in managing Time Charter (TC) deals, including the invoicing of hire, payment follow-up, and the oversight of charter statement of accounts.
• Collaborate with relevant teams to ensure accurate and timely financial transactions in line with charter agreements.

10. Emergency Response Support:

• Stand ready to assist in responding to incidents, emergencies, or critical situations related to vessel operations, as directed by the Operations Superintendent.

Authority:

The Operations Officer is authorized to act in close alignment with the Operations Superintendent, following established company procedures. This includes liaising with principals, port agents, and other stakeholders to ensure the efficient management of vessel operations.

Reporting:

The Operations Officer reports directly to the Operations Superintendent.

This job description is intended to underscore the significance of the Operations Officer's role in providing dedicated support to the Operations Superintendent. It outlines the primary responsibilities associated with this position but may be subject to modification or adjustment as the needs of the organization evolve.