Coordinator, Marine Services

2 weeks ago

Vancouver, Canada Seaspan Marine Full time

**Coordinator, Marine Services - 6 Month Limited Term**:
The Marine Services Coordinator **(6 Month Limited Term)** has broad responsibilities in providing a range of support from administrative tasks to research and advisory assistance in support of Marine Operations. In addition, this role provides back up support to Engineering Department.

**Note: This is a unionized position with MoveUP, Local 378 of the Canadian Office and Professional Employees Union.**

**Note: Due to business needs, this position is required to be fully on-site based at 10 Pemberton, North Vancouver.**

**Duties and Accountabilities**
- Provides support to the Director, Marine Operations, Manager, Vessel Operations, Manager, Regulatory and Compliance and Manager, Port Captains, ensuring that their daily schedules and activities are coordinated in a seamless manner.
- Performs general administrative duties such as:

- Answering incoming phone calls
- Managing incoming and outgoing mail, couriers, faxes
- Drafting, preparing and distributing internal and external correspondence including letters, memos, manuals, presentations
- Implementing and maintaining efficient filing systems
- Scheduling meetings and appointments
- Preparing meeting agendas and taking minutes where required
- Arranging business breakfasts and lunches, making reservations and any organizing any special requests with the venue
- Making travel arrangements
- Other administrative support as required for the efficient functioning of the departments.
- Prepares expense reports and approves invoices for the Department. Prepares cheques or cheque requests as/when required.
- Maintains the inventory of offsite records at 3rd party provider. Ensures adherence to the records retention policy with respect to destruction of records.
- Orders and maintains inventory of offsite vessel towlines and life rafts.
- Coordinates Compass Adjuster, Radio Shop, Seaspan Dispatch and vessel crew for vessel compass adjustments.
- Supports and participates in annual vessel, office and departmental audits and budgets process by preparing required correspondence,
- Annually preparing and overseeing Port Captain’s Department budget, Training budgets, Vessel budgets for towing gear, towline and pennants, deck order supply, life rafts and survival suits.
- Updates and maintains NS5 certificate files in conjunction with the Admin Assistant to Engineering Department.
- Updates and maintains Marine Quality Management Non Conformity data base with the Regulatory and Compliance Department and Port Captain’s.

**Qualification Requirements**
- Completion of Grade 12 education, plus courses relevant to executive administration.

**Skills, Knowledge and Required Competencies**
- Planning, organizational, negotiation and time management skills
- Interpersonal, communication and business writing skills.
- Intermediate level proficiency with Microsoft PowerPoint, Word, Excel, and Outlook, internet functions (including the use of search engines to research information).
- Tact, diplomacy, maturity, and a high level of integrity.
- High level of ethics and integrity with a clear understanding and appreciation for confidentiality in all matters.
- Flexible nature with good attention to detail.
- Ability to work independently with mínimal supervision, as well as in a team environment.
- Ability to prioritize and problem solve under tight time pressure.
- Customer service orientation.
- Ability to exercise discretion and sound judgement.

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