Port/Site Coordinator (Tugboat)

A. JOB SUMMARY

The Port Coordinator is responsible in overseeing the tugboat operations in the Port of assignment. The Port Coordinator will be in charge in ensuring smooth and uninterrupted operations of all tugboats.

The Port Coordinator is the man on the field providing assistance to clients and organizing activities of the tugboats assigned to the Port.

B. DUTIES & RESPONSIBILITIES

a. REPORTING LINE: The Port Coordinator reports to the Operations Manager

b. SALES SUPPORT
i. Monitor the movement of client vessels to ensure they are assisted on time and without delay or incident.

ii. Coordinate with tugboats and mooring crew on schedule and deployment.
iii. Collect/Retrieve Dispatch Tickets and Mooring tickets. Scan or photograph copies and attachments and electronic files to be sent to Billing Docs recipients. Hardcopies are to be mailed to the Billing Department.

c. PERMITS AND LICENSES

i. Coordinate with the tugboat crew on the required permits w/ PPA, Coastguard, MARINA, etc. for the necessary clearances during sailing and other movements.

ii. Monitor expiry of permits and licenses of each tugboat under port of responsibility. Coordinate with Compliance department on the renewal process.

iii. Provide assistance to the Compliance Department on the necessary legwork for the renewal of permits and licenses.

iv. Request budget from Finance department for the payment and processing of the permits and clearances.

d. TUGBOAT OPERATIONS SUPPORT

i. Provide assistance in the replenishment of supplies for the tugboats in coordination with Purchasing, Finance, Technical and Tug Crew.

ii. Supplies include but are not limited to the following: fuels, lubricants, freshwater, Ddispatch tickets, cellphones, data load, etc.

iii. Coordinate and arrange berthing and handling services for the supply replenishment

iv. Provide guidance to our Tugboat crew on documentary requirements as required by clients, Accounting, Finance and Billing Department.

e. TUGBOAT TECHNICAL SUPPORT

i. Provide assistance in the purchase of materials and services for the upkeep, maintenance, and repairs of the tugboats in coordination with Purchasing, Finance, Technical and Tug Crew.

f. TUGBOAT CREW SUPPORT

i. Monitor the expiry of Crew Licenses, Documentation and Trainings to ensure all crew are compliant.

ii. Act as a bridge between the Crew and HR Department for the needs and concerns of the tugboat crew.

iii. Provide assistance for the onboarding of newly hired crew. Ensure onboarding and turnover process have been adhered to.

iv. Provide assistance on the uniform and PPE requirements of the crew in coordination w/ HR, Admin, and Purchasing Department.

v. Manage crew rotation schedules and crew disembarkation.

g. FINANCE AND ACCOUNTING SUPPORT

i. Provide assistance on the documentary requirements of Finance and Accounting Department for the expenses of the tugboats.

ii. Collate, File, keep electronic copies and Mail all documents to Finance and Accounting.

h. OTHERS

i. Implementation, monitoring and ongoing execution of HESS policies and procedures

ii. Conduct audits on the compliance of tug crew on the policies of the company.

iii. Provide monitoring reports on all movements of tugs, supply replenishment, etc.

iv. Be the point person in reporting of incident reports to Management.

v. Provide support to ensure smooth operations of the tugboats.

C. KEY COMPETENCIES & SKILLS

a. Must have knowledge of the operations of tugboats.

b. Must have experience in handling of permits from PPA, PCG, MARINA, etc.

c. Excellent organizational and time management skills.

d. Good communication skills.

e. Knowledge in basic office software tools and applications.

f. Ability to work with minimal supervision and track multiple movements and activities.

g. Trustworthy and responsible.

D. QUALIFICATIONS

a. At least college-level, preferably with background in Logistics/Marine Operations/Marine Transportation/Engineering, Operations Management/Admin.

b. Preferably have experience in Marine Operations and Crew Management, Admin/Coordinator in port/tugs/vessel.

c. Experience in coordination and handling with government agencies.

d. Supervisory level experience.

e. Willing to be assigned in Cagayan De Oro and/or Davao.