The Role
Coordinates management system compliance with ISM, ISO, and regulatory requirements. Administers SMS software, manages document revisions and distribution, supports Management of Change processes, maintains workflows and user access, provides software training and first-line support, updates risk assessment databases, and assists with quarterly management reviews. The role also requires document publishing, technical writing, stakeholder support, data entry, and coordination with IT and system vendors.
Summary Generated by Built In
We’re looking for our next Operations Coordinator position.
Assist the team to ensure Teekay’s Management System conforms to ISM, ISO, and regulatory requirements. This will be carried out by:
- Actively participating in the Management of Change (MOC) process
- Providing guidance on document control issues to end-users
- Revising, publishing and distributing various types of documentation
- Administering the Safety Management System (SMS) software, including documents, workflows and user access
Some of the things you’ll be doing
- Treats safety and environmental compliance as a top priority.
- Assisting with the Management of Change (MOC) Process for documentation which includes:
- Logging change requests and reverting to the submitter with MOC number;
- Verifying and researching change requests with authors/owners before peer-review under the guidance of MOC lead;
- Reviewing documents for correct format, proper grammar, correct spelling and consistent use of terminologies, language, and style;
- Entering updates/information about the MOC into a database;
- Ensuring Management of Change requirements are being met
- Implement revisions as per requested changes and project document revisions.
- Publish and track various company fleet notices, organizational charts, newsletters, and publications.
- Working with internal departments to design and layout revised hard copy materials as required, e.g. posters, logbooks, etc
- Tracking the distribution of company notices and ensuring timely follow up on outstanding confirmations of receipt
- As required, providing training on management system software to administrative and end-users (ship/shore staff)
- Providing support to document authors/owners, document reviewers and other internal stakeholders.
- Providing data for QMR and updating specific QMR slides as assigned
- Supporting Teekay marine services in compiling Quarterly management reviews
- Updating JHA database in the Risk assessment and permit to work files
- With respect to the Safety Management System (SMS) software:
- Upload, publish and archive SMS documents in line with approved MOCs.
- Maintain SMS workflows, forms and user access, working with the Fleet Management Systems Analyst.
- Provide first-line support to ship and shore users, and follow up on issues with IT and the system vendor until they’re closed.
Test system changes before go-live, and support moving records off legacy systems.
What we are looking for
- Qualification in IT / Information Systems, Business or Maritime Studies or relevant administration experience in the marine industry is preferred
- Minimum one year of relevant experience; fresh graduates with an IT background will be considered
- Analytical, problem solving, time management, project management and decision-making skills
- Demonstrates teamwork, interpersonal and communication skills
- Ability to respond positively to customers in an effective manner
- Proficient in Microsoft Office, Adobe applications, database management, and in administering business software (user access, workflows).
- Experience with a fleet management system is an advantage
- Strong Excel skills, and able to train and support non-technical users
Knowledge and experience in technical writing, publishing and the marine industry would be an asset
What you can expect in return
- At Teekay you will find an engaged workplace alongside 8,000 professionals across the globe. Within all this wonderful diversity, this is what brings us together:
- We live by our #TeekaySPIRIT values - they always guide our actions, no compromises.
- People who are committed to excellence, developing their professional experience as they deliver organizational outcomes
- An open collaborative workplace where you can have immediate impact
- A workplace where Everyone is a Leader and practices:
- Doing the right thing
- Creating connections
- Delivering results
- Challenging work in a dynamic environment
We thank all applicants for their interest, however, only those candidates selected for further consideration will be contacted.
Skills Required
- Qualification in IT, Information Systems, Business, or Maritime Studies, or relevant marine-industry administration experience
- Minimum one year of relevant experience; fresh graduates with an IT background may be considered
- Analytical, problem-solving, time-management, project-management, and decision-making skills
- Teamwork, interpersonal, and communication skills
- Ability to respond positively and effectively to customers
- Proficiency in Microsoft Office, Adobe applications, database management, and business software administration
- Strong Excel skills and ability to train and support non-technical users
- Fleet management system experience
- Technical writing, publishing, and marine-industry knowledge or experience
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The Company
What We Do
Procurement Hub is leading the way in creating innovative procurement solutions through a range of Dynamic Purchasing Systems as well as Frameworks. It provides professional procurement solutions for UK businesses, helping them find the right suppliers, consultants, and contractors to save time and money. The organization aims to be a commercially sensitive business with a social heart, reinvesting surplus into social housing and charitable projects.
