Vessel Operations Coordinator at Wilhelmsen group

Fremantle, Western Australia, Australia -

Full Time

Start Date

Immediate

Expiry Date

11 Mar, 26

Salary

0.0

Posted On

11 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Vessel Operations Coordination, Email Management, Logistics Coordination, Customer Service, Cross-Cultural Communication, Problem Solving, Time Management, Attention To Detail, Adaptability, Self-Motivation, Analytical Thinking, Organizational Skills, Stress Resilience, Proactive Approach, Email Etiquette, Business Acumen

Industry

Maritime Transportation

Description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex. Join Wilhelmsen Port Services (Australia) Pty Ltd Exciting Opportunity: Vessel Operations Coordinator We’re on the lookout for a reliable and proactive individual to join our Vessel Operations team based in Bibra Lake – is that you? Brave enough to step into the unknown and everchanging world of Ship Agency (Shipping)? Curious to try a new role in the Maritime Industry? Willing to go the extra mile for a winning outcome? Prepared to take ownership and accountability for yourself and the team to deliver the best outcome? Ready to foster new working relationships to sustain our diverse and inclusive working environment? We are looking for a motivated and reliable individual to join our dynamic team. This role offers a unique opportunity to work in a fast-paced and diverse environment, managing vessel support operations while engaging with stakeholders from diverse cultural and demographic backgrounds. The position is primarily office-based, involving the management of a high volume of emails. Strong computer skills, exceptional understanding and application of email etiquette, and excellent customer services are essential. Additionally, the role requires travel outside the office, such as but not limited to boarding vessels. Responsibilities of a Vessel Operations Coordinator Our team looks after Owners matters for vessels calling Port Hedland, Fremantle, Kwinana, Bunbury, Albany and Esperance. Vessel Operations Coordination & Planning: Coordinating vessel services, from crew changes, medicals, procurement and attendance planning. This includes, but is not limited to: Coordinating flights, transport, accommodation and offshore transfers for maritime personnel Coordinating logistics for international freight to and from vessels Owners Protective Agency Quote on services rendered and consolidate all expenses on completion of jobs for invoicing by lodging jobs in our platform WASP. No two days are ever the same and you will be challenged regularly. You will plan, deliver, and/or supervise logistics services and take responsibility for the safety of the personnel and vessel. In this role clear communication is imperative, along with the ability to think on your feet and adapt to regularly changing schedules. You will be liaising with Government Authorities, working closely with vendors, representing our customer's interests, assisting crew, and dealing with industry bodies. Email and Systems Administration: Efficiently handling high volume emails. Simultaneously working over several computer systems primarily SEDNA, Excel, Teams, WASP, ICS, MARS. Perform administrative tasks within an open office environment. Teamwork: Collaborate within a supportive environment. Navigating Multicultural & Demographic Interactions: Interact with international crews and stakeholders, requiring strong cross-cultural & demographic communication skills. Information Handling & Incident Reporting: Manage confidential and sensitive data with utmost professionalism and integrity. Promptly opening clear communication channels to rectify issues. Vessel Boarding: Board vessels to assist with operations and ensure smooth communication. Rotating Roster: Work on a rotating shift pattern to accommodate operational requirements, offering variety and some flexibility. Work from home shift on rotation is available (after completion of training). In this role it is crucial to be driven and proactive. Shipping is a 24/7 business, out of hours and weekend work will be required, and compensated by RDO’s. Who You Are: We are looking for a highly motivated, self-driven individual who thrives in a dynamic environment. You are computer literate and possess excellent technical skills, allowing you to easily navigate and adapt to various software tools. You take pride in your ability to work independently, manage your time effectively, and maintain a high level of organisation even under pressure. Your proactive nature and ability to take initiative are key strengths. You don't wait for instructions; instead, you identify opportunities to improve processes and solve problems, adopting a positive approach to change is vital. When feedback is provided, you take it constructively, using it as an opportunity to grow and further refine your skills. Desirable Characteristics: Attention to Detail: You ensure all tasks are completed with precision, ensuring accuracy in every aspect of your work. Clear Communication: You are skilled at communicating effectively with team members and clients, even overcoming language barriers when needed. Adaptability: You are open-minded and able to embrace change, adapting to new methods or processes with ease. Self-Motivated & Proactive: You take ownership of your tasks, stay ahead of deadlines, and look for ways to improve workflows. Independent & Trustworthy: You work well with minimal supervision and can be relied upon to complete tasks to the highest standard. Analytical & Forward Thinking: You approach challenges logically, thinking ahead and anticipating potential issues. Organised & Stress-Resilient: You remain calm under pressure, able to prioritize tasks effectively and manage multiple responsibilities. Willing to Learn & Take Feedback: You are always looking for opportunities to expand your knowledge, improving your skills based on feedback from others. Email Etiquette: You understand the importance of professionalism in written communication, maintaining clear, concise, and respectful email correspondence. Overtime Readiness: You are flexible and willing to work overtime when necessary to meet deadlines or operational needs. Business Acumen: You are committed to understanding the broader business context and applying this knowledge to enhance how your role is performed, thereby contributing to the overall success of the organisation. While prior experience or exposure to the Shipping Industry is advantageous, we welcome candidates with experience in crew coordination and mobilisation type roles. You must possess a valid Australian work permit, driver's license, and driving experience, along with eligibility for a Maritime Security Identification Card (MSIC). Please let us know in your cover letter five (5) traits you possess that could aid you in the Vessel Operations Coordinator role. What We Offer: A competitive base salary, plus superannuation, and other benefits including but not limited to, an additional 5 days of annual leave, car allowance, laptop and mobile phone. Flexible work arrangements to support your well-being and work-life balance. A collaborative, diverse, and supportive team environment fostering growth and development. Access to modern training programs, advanced systems, and tools to enhance your skills and efficiency. Health and wellness support, including an employee assistance program for you and your family. About Wilhelmsen: Established in Norway in 1861, Wilhelmsen is a global maritime leader providing essential products, services, qualified crews, and technical management across 60+ countries. We are committed to driving industry innovation through renewable energies, zero-emission shipping, drone deliveries, digitalization, and fostering diverse, inclusive workplaces. At Wilhelmsen Port Services, we embody five DNA Hallmarks that define our organizational ethos. We expect each of our employees to exemplify these values: Winning: We strive to be the best with a positive mindset, going above and beyond, and finding solutions to challenges with enthusiasm and confidence. Accountable: We take ownership, standing for individual and team results. We are proactive, honest, and transparent in delivering the best outcomes. Sustainability: Our commitment to sustainability goes beyond environmental care; it includes considering the long-term impact of our actions, prioritizing safety, taking corrective action when necessary, and fostering a healthy, diverse, and inclusive working environment. Brave: Embracing change, seeking feedback, and standing up for what is right define our bravery. We assess risks while ensuring safety and sustainability in all endeavours, and Curious: We encourage asking questions, experimenting with new solutions, staying informed about market dynamics, understanding customer needs, analysing competitors, identifying opportunities, and continuously learning and improving. Applying Sounds interesting? Do you see yourself in this role? Don't miss this opportunity apply now! Work location: Bibra Lake, Western Australia Application deadline: Friday, 2nd January 2026 Contact details: GBS HR Oceania (gbs-oce-hr@wilhelmsen.com) Please note that all positions at Wilhelmsen are subject to reference and ID checks. For certain roles, additional background screening may be required. #WPS Founded in Norway in 1861, Wilhelmsen is now a comprehensive global maritime group providing essential products and services to the merchant fleet, along with supplying crew and technical management to the largest and most complex vessels ever to sail. Committed to shaping the maritime industry, we also seek to develop new opportunities and collaborations in renewables, zero-emission shipping, and marine digitalisation. Supporting a diverse and inclusive workplace, with thousands of colleagues across more than 60 countries, we take innovation, sustainability and unparalleled customer experiences one step further.

Responsibilities

The Vessel Operations Coordinator will manage vessel support operations, coordinating services such as crew changes, medicals, and logistics for maritime personnel. This role involves liaising with various stakeholders and ensuring effective communication and safety during operations.