Marine Coordinator

Title Marine Coordinator
Category Careers, Deck and Engine, Onboard

The responsibilities of the Marine Coordinator include, but are not limited to the following:

  • Conduct daily administrative duties for the Marine Management Team on board.
  • Maintain a strict confidentiality, as required.
  • Organize, prepare, and set up calendar reminders and postings for meetings and inspections as required.
  • Management of minute taking and distribution of Senior Leadership team and/or HOD meetings and agendas where required.
  • Participation and upkeep of recorded logs for Captains Inspection, PH Inspection and Cabin Inspection including any others as required.
  • Posting of scheduled Drill notifications and any other Safety Information as required, record keeping and note taking of company Annual drills with ROW Management and the Florida Office
  • Scheduling and preparation of Staff Captain Cabin Crew Inspections communicating updates to inspection teams and calendar notification reminders.
  • Officially supporting Deck and Engine Crew and Officers internally as a liaison departmentally
  • Assist with any special marine projects as requested, requests need to be authorized by Captain and/or Staff Captain
  • Responsible for updating our Safe Manning required Licenses and Endorsements for all Deck and Engine Officers and CoC Ratings maintaining hard and electronic copies.
  • Mandatory recertification for crew members signing off complete the ships debarkation form revising the confirmation STCW list of certification provided with the MC, all crew members are responsible for contacting HR Shoreside where applicable to ensure communication has been received for any mandatory recertification renewals prior to rejoining.
  • Onboard license and endorsement renewals for Deck and Engine Officers are to be communicated to HR Shoreside whereby BMA applications will be submitted.
  • Obtain scanned copies of required mandatory STCW certification for all onboard Crew members ensuring the Adonis database is kept up to date.
  • Assist First Officer Safety in any additional responsibilities during Safety Induction
  • Upon crew member embarkation process of all STCW certificates are to be cross referenced with Adonis database, Crew members with missing required STCW certificates as per Company Training Matrix are to be notified to Captain and Staff Captain accordingly.
  • Assist Ship Security Officer, Chief Officer and First Officer Safety with any notifications as required for the Safety Board
  • Assist the Master to maintain the ship’s certificates, Port State Control (PSC) and Public Health (PH) inspection reports, both in physical and electronic copies
  • Logging and creating electronic reports of shipboard audits, inspections and surveys in the electronic Safety Management System including findings and control actions.
  • Maintaining updates of the Ships Certificates Index with physical copies and electronic files archived accordingly providing the Master of any up-and-coming certificate expiration dates.
  • Attendance required during PSC, USCG and PH inspections presenting required documentation as per Authorities requests.
  • In charge of updating the SMS electronic and hard copy files for any updates prepared during biannual Master’s Reviews and approved by ROW Management, Ltd. Ship Management
  • Updating of electronic and hard copy files as instructed by our DPA.
  • Distribution of Hotel, Deck and Engine Familiarization forms for all new joiners to HODS with a timeline completion of 14 days and filed accordingly including any renewals needed.
  • Assist Staff Captain and Chief Engineer in updating the Deck and Engine vacation schedule, Staff Chief Engineer, Ship Security Officer, and Chief Officer revise and approve teams, updates are added to the HR vacation schedule through the Crew Office
  • Additional manning requirements and specific requests for Deck and Engine vacation scheduled are to be submitted to our onboard HR Manager for approval as per SOP.
  • On an annual basis prepares the Vacation Plan document with the ports for the following year once received from Shoreside and input prospective sign on/off dates as per the contract length with approval from HODs
  • Distribute and print flight itineraries for Deck and Engine Crew members as and where required.
  • Assist the Crew Officer in drawing Deck and Engine cabin allocations during crew turnarounds and inform her/him of any cabin movements requested by Crew members or necessary for operational purposes (Watch-keepers, extra manning, etc.)
  • Assist the Crew Officer in preparing and submitting the Seaman’s Books for Captain’s signature with Sea Service certificates for the Marine Officers and Crew as required.
  • Create the SMP 106-2 Electronic timecard forms for recording Work and Rest Hours for all Deck and Engine personnel.
  • Create Work & Rest Hours working schedules for Watch-Keepers and non-watch keeping Crew as and where required.
  • Preparation of Deck and Engine Overtime calculation assisting HR/Finance in the submissions on an end of month basis and prior to crew debarkation
  • Approval for Deck and Engine overtime is submitted to Staff Captain and Chief Engineer with Crew Officer in copy for payroll.
  • Include Personnel Action Forms submitted by HOD’s for position changes for all Deck and Engine in overtime calculations where applicable.
  • Create a monthly projection overtime budget for Staff Captain and Chief Engineer forecasting the month ahead with manning rotations.
  • Plaque Ceremony coordination with liaison from Clearance Officer to schedule appropriate times and attendance with Captain either Pier side or onboard, arrange relevant plaques with Linen keeper, until further notice
  • Provide relevant Ships certification and documents requested by Port Authorities in coordination with Clearance Officer requirements.
  • Marine Coordinator Familiarization form (SMP 411-7)
  • It is the responsibility of every crewmember to perform duties according to the Superior Officer’s instruction; the work should be carried out in a safe and professional manner in order to keep the ship’s equipment at the highest level of safe operating condition.
  • Be familiar with the Safety Management System and have a full understanding of his responsibilities in the Safety Organization as per the Emergency Plan

Qualifications, Education & Experience

  • Proficient in written English communications, understanding of technical writing is a plus;
  • Familiar with business administration and office management
  • Good computer skills, including proficiency in MS Office and familiarity with the AMOS system.
  • Good ability to manage multiple task at once, and for time management.
  • Great organizational skills
  • Fluent in written and spoken English.
  • Relevant STCW2010 courses up to date.

Physical Requirements 

  • Able to work 7 days a week for a minimum period for extended period of time.
  • While performing the essential functions of this job, all team members are required to stand; walk long distances on the ship; use hands to touch, handle or feel; reach with hands and arms; talk, hear, taste and smell.  All vessel positions require repetitive motion of bending, climbing, going up and down stairs and lifting up to 23 kilograms.  This job requires specific vision abilities to include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  • All team members must be physically able to participate in emergency lifesaving procedures and drills. All vessel positions require full use and range of arms and legs as well as full visual, verbal and hearing abilities to receive and give instructions in the event of an emergency including the lowering of lifeboats.
  • Assist with zodiac landings, Marina days and Expeditions when required.
  • Work within different temperature changes—indoors to outdoors.
  • Able to pass basic safety course.

 
 
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