Workshop Coordinator
Nico International
Total years of experience :17 years, 9 Months
Job coordination, allocation, administration and filing;
Opening / Closing of Job Files
Liaise with Vessel Agents for vessel ETA / Obtaining NOC’s/ Gate Passes / Offshore passes for on board
attendance
Maintain a planning board to monitor upcoming/ongoing/completed jobs for BU heads easy reference and
for timely closing of files for invoicing
Liaise with Logistics department for transport arrangements for tools/personnel mobilization
Ensure all documentations are complete prior sending completed job files for invoicing
Prepare material and transport requisitions
Follow up enquiries, quotations, orders, PO close out, etc;
Maintain and Update a database containing all employees’ details concerning Port passes / Emirates ID/ Visa
Expiry / Passports, DDW passes, etc.;
Booking of flights and hotel for overseas attendances when required;
Daily reporting of current jobs;
Preparation and maintenance of workshop schedule in line with project mobilization dates;
Tracking labor deployment and send update on Manpower Report every day highlighting overspends, if any
(timesheets);
Keeps record of holiday roster, actual leaves, medical leaves, etc.
Follow up with principals / vessel agents for delivery of completed jobs
Liaise with other BU’s for additional manpower requirements and hire subcontractors if necessary
Ensure all Class certificates are valid and up to date
Monitoring/arrange renewal of welders certificates as per respective classification society and maintain
electronic database for old and newly qualified welders
Prepare QMS presentations for Management review
Maintain database for internal/external audit files for each departments
Maintain database of forms and formats/work instructions/procedures for all the department
Prepare job completion reports
Monitor and Ensure that all instruments/tools are calibrated
Maintain records of reworks, customer satisfaction and customer complaints
Job Responsibilities (P.A)
Organizing Travel arrangement and Preparing Itineraries
Organizing diary, making appointments and scheduling of meetings
Taking dictations and minutes
Screening telephone calls, enquiries and requests and handle them when necessary
Meeting and Greeting of visitors
Filing of documents
Organizing Events/Functions
Job Responsibilities (Receptionist)
Managing Telephone calls and directing to concern personnel/department
Receiving guests
Issuing payment cheques
Maintain books for incoming couriers / invoices
Sorting/dispatching of letters/couriers
Liaise with Maintenance and Admin Department for office requirements/complains
Respond to emails
Distribute telephone bills enter bill amount in the system and send to accounts department
Circulate vessel positions opening PG, West Coast/East Coast of India, African region, Far East/South East
Asia
Check port restrictions/limitations/congestions via port agents prior quoting brokers/charterers
Maintain list of prospective cargoes and day to day world bunker rates variations
Maintain vessel trading certificates/technical drawings and all other related documents of each ships and
ensure all documents are valid and up to date
Maintain electronic and hard copy files for each vessel with their respective voyages and accounts, vessel
under dispute/arbitration cases
Liaise with Hong Kong office operations dept. for latest vessel position/update prior giving offer/lay days to
charterers
Check cargo firmness/availability/storage location via handling agents to confirm whether charterers have
the full control of the shipment
Check from shippers/charterers via agents the cargo/documentation readiness to avoid berthing delays on
vessel’s arrival load port
Check fixture notes/charter party details and ensure all terms agreed during negotiations are
incorporated/affixed prior sending to Hong Kong Office for signature
After clean fixing, forward all negotiations/final fixture and all other information for that particular voyage
to operations department in Hong Kong for all post fixture formalities
Follow up pending freight/demurrage collection from charterers and update Hong Kong office of the status
Maintain company monthly account statement and send to Hong Kong office
Prepare midyear, annual fixture reports and annual income statement
(General and Project Cargoes/ Heavy Lifts
Job Responsibilities
Respond to all email/fax messages concerning vessel operations
Liaising with Principals/Vessel owners for all their upcoming vessels that is due to arrive UAE Ports and Upper Gulf Ports for timely port declaration
Maintaining a separate vessel file for each of the vessels that are being handled
Coordinating with documentations department for timely submission of customs manifest and notifying receivers well in advance for delivery of their cargoes and transport arrangements for receiving heavy lift units
Checking with ship Master whether all lifting equipments are available on board for loading/discharging heavy lift cargoes or shore assistance is required
Sending vessel estimated disbursement to principals for their approval and funding in advance
Declaring vessels to respective ports and close coordination with sub agents for all upcoming vessels calling Upper Gulf Region
Passing all relative information to sub agents concerning cargo documents, ISPS information and all other Master’s requirements and ensuring that all is in order prior arrival of the ship
Liaising with vessel Master for their latest ETA and updating various port authorities/sub agents accordingly
Coordinating with port authorities for berthing/unberthing schedule and vessel's intended loading/discharging operations and kept principals/vessel operator/Master well informed in case of port congestion, stevedoring/man power shortage or intended round the clock/overtime operations delay
Liaising with company PRO/sub agents for smooth crew change formalities and inform crewing company once formalities has taken place
Pass all quotations for approval/confirmation from principals/ship operator/technical managers/Master for vessel requirements such as provisions, bunkering, on/off hire survey, sludge removal, workshops requirements etc.
Passing all relevant information/cargo stowage plan/loading sequence to boarding supervisor prior vessel arrival and brief/discuss intended cargo operations with all other Master’s/Principals requirements for quick turn around
Constant follow up with boarding supervisor/sub agents for any vessel issues or any other additional requirements in case of need and kept all concerned well aware of the current position
Reporting all day to day vessel operation activities to the General Manager and discuss issues if any or suggest best possible way to speed up the operations whenever possible
Sending arrival/progress/departure report to vessel operator
Check with boarding supervisor whether all documents are signed by the Master and ensure that Master’s remarks on the Mate’s receipt are affix if any prior sailing from port
Send copy of all port operations documents to vessel operator along with the departure report
Instruct documentations department to send copy of cargo manifest, B/L and Mate’s Receipt to the vessel operator and await written instruction prior releasing any original documents
Closing all vessel files that are finished and summarizing all services rendered to each vessel before passing same through the accounts department for preparation of final disbursement
Double check all final disbursement prepared by the accounts department prior sending to principals to ensure all supporting documents are enclosed
Job Responsibilities
Attending principals/master’s requirement for all vessel calling UAE and Upper Gulf
Close coordination with sub agents with regards to all relevant documents for all vessel call for loading/discharging of general and project cargoes or dry-docking
Forwarding all ISPS requirements to all respective port authorities in UAE and Upper Gulf
Liaising with respective UAE port authorities for vessel’s berthing/unberthing schedule and gang booking
Looking after crew changes and coordinating with crewing companies for all documents required for processing seamen visa
Sending arrival/progress/departure report to vessel operator
Coordinating with workshops/suppliers for on time delivery of supplies / manpower
Job Responsibility
- Selling NVOCC services to/from Dubai to Far East and Upper Gulf Sector
- Sending quotation to prospective clients
- Telemarketing
- Booking containers to main line carriers
- Arranging in-land and transport arrangements for our customers if required
- Providing customer service (entertaining clients inquiry relating to import/exporting of cargo)
Job Responsibilities
- Selling LCL/FCL services to/from Indonesia, Far East and Middle East Area
- Sending quotation to prospective clients
- Telemarketing
- Booking containers to main line carriers
- Ensuring clients awareness for their cargo status