The posting
Role Purpose
- To support owner’s desk in maintaining records management database systems.
- Develop tools to monitor operational consistencies of vessel management while ascertaining that asset are always maintained to top standards.
- Assist owner’s desk to forecast stocks and inventory of critical equipment for vessels voyage readiness.
Role Accountabilities
- Monitor vessel class status, statutory and trading certification, insurance documentation, Time Charter Descriptions, Baltic Questionnaires (Q88), and other compliance requirements. Follow up with ship managers to ensure timely resolution of technical and compliance-related matters.
- Coordinate and support monthly technical and performance review meetings with ship management offices, including the preparation, recording, and maintenance of meeting minutes for governance and audit purposes.
- Participate in regular performance review meetings with ship managers to evaluate vessel condition, operational performance, KPIs, maintenance status, technical defects, and corrective actions.
- Prepare and maintain daily fleet movement and vessel status reports, ensuring timely and accurate dissemination to internal stakeholders.
- Compile and distribute weekly fleet safety and operational performance reports to senior management and commercial teams.
- Foster effective communication and collaboration between Swire Bulk and ship managers to promote the sharing of operational knowledge, best practices, and lessons learned across the fleet.
- Coordinate with vessel Masters and ship managers to maintain and update statutory, class, and insurance certification records, ensuring documentation is readily available to support commercial activities and vessel fixtures.
- Maintain and regularly update fleet information systems, databases, and reporting tools to ensure accurate and accessible operational and technical data.
- Monitor and update the Fleet Intranet page with the latest vessel particulars, safety statistics, RightShip ratings, certification records, and fleet-related documentation.
- Maintain a comprehensive database of fleet incidents, casualties, near misses, and lessons learned to support trend analysis and continuous improvement initiatives.
- Support the management of fleet off-hire records by coordinating with Operations, Technical Management, and Commercial teams to verify and maintain accurate data.
- Monitor developments in international maritime regulations, industry conventions, classification society requirements, and environmental legislation. Assess their impact on the fleet and track implementation and compliance progress.
- Analyse vessel technical and operational performance data and provide input to fleet reports, management reviews, board papers, and executive presentations.
- Support vessel inspections, owner visits, audits, repair projects, dry-dockings, and technical improvement initiatives as required.
- Review technical reports, maintenance recommendations, repair specifications, and vendor quotations, highlighting significant issues, risks, and cost implications for management review.
- Participate in vessel visits and owner inspections, particularly when vessels are trading in Singapore or other accessible locations, to assess vessel condition and operational standards.
- Coordinate annual inspections by third-party (such as IDWAL) for owned vessels, ensuring findings are tracked and appropriately addressed.
- Support fleet maintenance initiatives such as the SOS (Save Our Steel) campaign through the review of deck condition plans, steel maintenance programmes, and associated corrective actions.
- Monitor cargo hold condition and maintenance standards across owned and long-term chartered vessels, coordinating with Commercial, Operations, and Technical teams to address concerns affecting cargo readiness and business opportunities.
- Coordinate with the Fleet Efficiency Team to monitor vessel speed, fuel consumption, and energy efficiency performance. Track hull condition and coating performance, including vessels fitted with specialised silicone-based hull coatings.
- Assist in the preparation, consolidation, and monitoring of vessel operating expenditure (OPEX) budgets and provide variance analyses where required in coordination with Finance team.
- Support the preparation of monthly and quarterly board reports and CEO reports.
- Assist in compiling, analysing, and issuing monthly fleet Stevedore Safety Reports and other safety-related performance indicators.
- Undertake additional technical, operational, and fleet management projects as assigned to support the Company's strategic and operational objectives.
Crisis Management
- Make every effort to be aware of and understand your role in the event of a crisis.
- Make every effort to attend any relevant training, simulations and or meetings relating to Crisis Management.
- Perform your role as best as possible in a calm and collaborative manner in line with the relevant policy and procedures in the event of a Crisis.
- Provide input and feedback towards the ongoing improvement of the Crisis Management framework and procedure.
Safety
- Take responsibility for the safety of myself and those around me by displaying safety leadership principles (i.e. Safety I’s & Accountability ladder).
- Challenging and stopping unsafe acts and behaviours or unsafe conditions.
- Comply with the Global Safety Standards, Polices and Operating Procedures.
Key Qualifications & Skills
Qualifications
- Minimum 3-5 years of technical in dry bulk industry is preferred.
- Graduate with preference in Marine Studies
Technical Skills
- Strong analytical and reporting skills with attention to detail.
- Good understanding of vessel operations, planned maintenance system, statutory compliance, and classification requirements.
- Knowledge of maritime regulations, RightShip requirements, and industry best practices.
- Proficiency in Microsoft Office applications, data analysis, and reporting tools.
- Strong communication and stakeholder management skills.
- Ability to manage multiple priorities and work effectively in a fast-paced environment.
Professional Skills
- Meticulous, with a keen eye for details
- Strong analytical and problem-solving skills.
- Positive attitude and team player
- Able to work independently and under timeline pressure
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