Operations Assistant

5 months ago

Port Dover, Canada Mckeil Marine Limited Full time

McKeil Marine is one of Canada’s leading marine service providers. Experienced and adaptive, we deliver turn-key solutions that support our customers success in a wide range of transportation and project challenges. Customer service, safety, quality and respect for the environment are at the heart of our operations. When you join McKeil Marine you can look forward to a very competitive total compensation program and a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate.

**Operations Assistant (Projects Central Division)**

McKeil Marine Limited has an immediate opening for a full-time permanent position as Projects Central - Operations Assistant based out of the Port Dover office. The Operations Assistant will be responsible for the efficient and effective co-ordination of all areas specifically vessel crewing, while ensuring competency and suitability of experienced crew according to operational demand. This position will play an integral part of all operational and administrative functions of the Project Central Small Vessel Fleet.

**Key Responsibilities & Accountabilities**:

- Maintaining crew schedule rotation for each sailing season utilizing template ensuring staffing of all vessels with qualified and certified crew that meets suitability for assigned vessels.
- Maintaining and distributing daily and weekly Crew List to appropriate departments.
- Maintain active records of crew requested leaves and update as necessary.
- Assisting with annual crew meetings details including travel and accommodations.
- Update and maintain crew vessel assignments.
- Ensuring staffing of all vessels with qualified and certified crew members that meet suitability for assigned vessels and project requirements.
- Plan and organize all logistics involved for sailing crew to and from vessel as well as office staff business travel if required.
- Source the most efficient and cost-effective arrangements for all modes of transportation available.
- Communicating directly with crew regarding long-term schedules and crew change dates if required.
- Reconcile and prepare expense reports for corporate credit cards for which travel arrangements are invoiced through and vessel expenses.
- Maintain Crew Certificates to ensure all crew have valid Government regulated certificates while on the vessels. Administer the records of vessel personnel qualifications.
- Maintain Employee Payroll file for coordination with Payroll Department.
- Monitoring and reporting required premium adjustments.
- Review and approve Crew travel expenses.
- Updating sailing crew on contract days status on a monthly basis.
- Oversee and maintain stock and distribution of company issued items including safety gear to crew.
- Ensure vessel files are updated and kept current, monitor status of vessel certificates and advise Vessel Manager of documentation that is coming due.
- Assist with local purchasing requirements, including but not limited to, collecting and delivering small items to and from vessels operating locally, issuing and administering local purchase orders, liaising with local suppliers and vendors.
- Work with Fleet Operations / Engineering departments, to work towards operational excellence.
- Manage company vehicle maintenance and records.
- Manage office resources and Maintenance.
- Be available to support through regular on-call rotation.
- Assist with other office administration duties as necessary.

**Minimum Qualification, Skills and Competencies Required**:

- Previous administrative experience in business administration, human resources, logistics or other related discipline ideal.
- Previous experience in the Marine environment an advantage.
- Formal education / qualification in a business related area an advantage.
- Strong Customer Service skills and mindset.
- Strong written and verbal communication skills.
- Strong organizational, communication and interpersonal skills
- Attention to detail and ability to multitask.
- Sensitivity to confidential information.

**Working Conditions**:

- Office with some travel (only if mutually agreed)
- Full-time, approx. 40 hrs per week;
- Regular on-call rotation as discussed and mutually agreed.

You will join a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate. McKeil Marine offers a very competitive total compensation program.

We thank all applicants but advise that only those selected for an interview will be contacted. McKeil Marine is committed to the principles of Employment Equity.

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