Ship Operations Coordinator

at  Western Stevedoring

SHIP OPERATIONS COORDINATOR

Western Stevedoring is a Western Group enterprise, a diversified and integrated group of marine logistics companies committed to the success of our people, our customers, and our communities, to sustain and grow Canada’s trade economy for the benefit of all Canadians. Our role in Canada’s supply chain is essential. It’s a responsibility and a privilege, one that inspires us to deliver expert solutions that help move cargo and people across the globe for our customers reliably, safely, and professionally.
Western Stevedoring is seeking a Ship Operations Coordinator to join our team. This full-time, permanent position is based at our office in North Vancouver and reports to the Operations Manager.

QUALIFICATIONS & SKILLS

The successful candidate will have a strong aptitude in operations and logistics. You will have the necessary communication skills to converse easily with all members of the organization. You are analytical, a problem solver and critical thinker with attention to detail. The qualifications and skills to be successful in this position include:

• Education or experience in marine, rail, warehousing, trade and transportation industries or any related industries.
• Minimum of High School Diploma and related post-secondary education is preferred.
• Prior experience working in a unionized environment would be considered an asset.
• Thorough understanding of Longshore & Forepersons Collective, Black Book Agreements, and Foreperson Dispatch Guidelines.
• Excellent organization skills and attention to detail.
• Strong communication and interpersonal skills.
• Thorough knowledge of company safe-operating procedures for handled commodities.
• Ability to be flexible and work various shifts.

• Maintain regular communication with customers regarding the estimated time of arrival of upcoming vessels.
• Oversee the preparation and distribution of necessary documentation for incoming vessels. Ensure all paperwork is accurate and submitted in a timely manner to relevant stakeholders.
• Prepare and distribute the upcoming vessel schedules to Superintendents, Forepersons, the Terminals and stevedoring group, and other industry stakeholders.
• Accurately enter all relevant information about upcoming vessels into the ship operations information system.
• Manage the vacation schedules for the ship operations department.
• Maintain and update the attendance database for the ship operations department. Ensure records are accurate and up to date for payroll and reporting purposes.
• Create, coordinate, and distribute information pertaining to vessel operations, including ship files.
• Maintain regular communication with Superintendents and the head Foreperson regarding working vessels, productivity, and other operational matters. Provide updates and gather feedback to improve processes.
• Track and record the days, vessels, and shifts worked by Superintendents.
• Coordinate booking of ferry reservations, assured loading cards, air fare, vehicle rentals and hotels for foreperson travel.
• Maintain foreperson chargeable hours worksheet for rotational accuracy.
• Track foreperson job refusals, holidays, medical & personal leave, and book-offs for management of foreperson guarantee and notify ADP weekly for those forepersons on the weekly payroll guarantee.
• Ensure all vessel, dock and gear locker payroll is entered and checked for accuracy by the weekly deadline.
• Liaise with ILWU 508 Dispatchers, Tidal Supercargoes and North Island Manager to resolve any discrepancies or ADP filed shortages.
• Coordinate with customers and agents regarding vessel schedules and requirements.
• Organize and document Pre-Ops meetings for each vessel.
• Arrange and schedule personnel as per the outcomes of Pre-Ops meetings.
• Provide departmental accounting support utilizing the IFS system for the procurement and payment of goods and services within the Ship Ops and Ship Dispatch departments.