Document Controller- Operations Coordinator

Main responsibilities:

Document Control

• Maintain and manage all operational documents, ensuring accuracy, version control, and easy retrieval.
• Ensure timely distribution of documents and records to relevant stakeholders.
• Maintain confidentiality and integrity of sensitive operational documents.
• Support audits and inspections by preparing and providing necessary documentation.
• Maintain accurate records of compliance activities, audits, and training sessions.

Operations Coordination

• Assist the Director - Operations in daily planning and coordination activities.
• Distribute tasks among the operations team based on project requirements and team workload.
• Follow up on assigned tasks to ensure timely execution and closure.
• Consolidate updates and progress reports from UAE and KSA teams.
• Prepare and maintain project schedules, tracking milestones and deliverables.
• Coordinate with service providers for LSA/FFA and others when required.
• Prepare several reports for activities/tasks when required.
• Compile different tracker reports as required.
• Coordinate with port authorities when required.

Interdepartmental Communication

• Act as a liaison between the Operations division and other internal departments (Technical, HR, HSEQ, Admin, Procurement & Inventory, Finance, Saudi Marcap, etc).
• Support coordination of cross-functional tasks, meetings, and approvals.
• Ensure smooth flow of information and timely resolution of pending matters.
• Prepare presentations, reports, and correspondence as required by the Director - Operations.
• Provide administrative support in meetings, project tracking tools, and follow-ups.
• Handle any other ad-hoc assignments as delegated by the Director - Operations.
• Perform any other relevant tasks that may be directed/ assigned by the immediate superior.

Requirements

• Bachelor's degree in Maritime Studies or equivalent.
• Min. 3 years of relevant experience in the Marine industry in UAE.

Skills:

1. Excellent analytical & problem-solving skills, with the ability to identify & address issues proactively.

2. Exceptional attention to detail, organized & have time management skills.

3. Effective communication & interpersonal skills. Should be reliable & trustworthy.

4. Proficient in using MS Office and other relevant software for documentation and data management.

5. Ability to work independently, exercise good judgment, and make appropriate decisions.

Strong leadership and interpersonal skills