• Assist DPA, Marine Superintendent, and Vessel Managers with routine coordination and documentation tasks.
• Support the preparation of Quarterly Management Review (QMR) and Annual Management Review (AMR) reports by gathering relevant data across departments.
• Develop and maintain the annual vessel visit, inspection, and audit schedule; share with Vessel Managers and Marine Superintendents.
• Upload audit/visit reports to internal systems and ensure timely follow-up on closure of findings.
• Maintain and update the central tracker for findings (TM Master, Unisea).
• Create and update the calendar for internal audits, external audits, and inspections.
• File and archive audit reports and marine documentation systematically (OneDrive/Company system).
• Make audit/inspection entries in Unisea System and follow up on CAPAs (Corrective and Preventive Actions).
• Collate, prepare, and submit HSE questionnaires and supporting documents for client requests, tenders, and bidding processes.
• Maintain up-to-date records of five years of HSE statistics.
• Track and manage quarterly data for incidents, accidents, near-misses, Port State Control (PSC), Flag State Inspections (FSI), etc.
• Participate in ship-to-shore drills and support the reporting process.
• Support preparation for DOC audits, ISO audits, internal audits, and OVMSA audits.
• Ensure ISM Declaration forms are maintained.
• Maintain records of Key Performance Indicators (KPIs) and share monthly updates.
• Prepare PowerPoint presentations for Vessel Management Reviews.
• Attend weekly Marine & Operations meetings and update associated reports in the system.
• Upload technical vessel visit reports into the system.
• Maintain travel plan for Vessel Managers.
• Ensure timely circulation of open/overdue Task/Deficiency Lists to VMs and follow up with vessels as per instructions.
• Maintain a yearly record of Vessel Managers’ visit data for finance submission.
• Support VM in preparing monthly or quarterly fleet reports as required.
• Assist the Senior Technical Assistant and participate in owner meetings, including preparation of meeting minutes.