Fleet Compliance Administrator

Summary of role

To provide administrative support to the Fleet Compliance Department, assisting in ensuring that managed vessels maintain compliance with applicable International, Flag State, Class and local regulatory requirement, as well as the Company's Safety Management System (SMS). The role involves coordinating compliance activities, maintaining records, support onboard and ashore, and assisting the compliance team with day-to-day administrative tasks and projects.

Responsibilities

Surveys and Audits Administration

• Liaise with vessels and internal departments to ensure survey and audit dates are arranged and documented.
• Maintain records of Statutory, Flag and Class including compliance-related certification and monitor expiration dates.
• Support the Fleet Compliance Department in tracking outstanding actions arising for audits, inspections and surveys and that findings are raised to the Safety Management System (SMS).

Safety Management System (SMS) Administration

• Assist with maintaining and updating documentation, manuals and procedures.
• Record and track findings (Non-conformities, Observations, Defects Deficiencies, Incidents, Accidents and Near Misses) and advise the Designated Person Ashore (DPA) and/or assigned Fleet Compliance Manager of the status. Ensure these are received, recorded and archived.
• Support the organisation of safety drills, exercise and training activities.
• Maintain, monitoring and record emergency contingency plans and documentation for fleet-managed vessels including shore-based emergency plans.
• Distribute company policies, procedures and compliance updates internally and to vessels.
• Assist the assigned Fleet Compliance Manager with the formatting, updating and distribution of manuals, procedures and fleet notices.
• Collate regulatory updates and assigned the Fleet Compliance Department with the preparation of compliance-related communications both internally to vessels.
• Monitor and update compliance-related databases including access to such databases / systems.

Provide Pole Star Global Support

• Monitor and update the database of vessels including access to such system.
• Assist assigned Finance Manager with the monitoring of invoices etc.

General Fleet Compliance Support

• Assist with the preparation of reports and presentation for management and vessel owners, as may be necessary.
• Assist with the preparation of monthly reports.
• Provide general administrative support to the Fleet Compliance Department and assist with departmental project as required.
• Support the Fleet Compliance Department with travel arrangements for surveys, audits and inspections. Support with expense reporting etc.

Skills Required

• Excellent communications skills and the ability to liaise in a professional manner with clients, suppliers, colleagues and other contacts as may be required.
• Bilingual (English / French) beneficial but not required.
• Organised, ability to prioritise, flexible and attentive to details.
• Proficient in Word and Excel, and "tech-savvy".
• Knowledge of ISM preferred but not essential.

Competencies

Customer Service Excellence

• Delivers the best solutions for the customer both internally and externally.
• Considers potential impact of all actions on our customer and has the aim to achieve a positive outcome for the Company at all times.
• Constantly reviewing potential for improvements in service.

Teamwork

• Proactive cooperation with the Fleet Compliance Department as well as with the Yacht Managers and Technical Managers.
• Works for solutions that all team members can support.

Communication Skills

• Excellent written and verbal communication skills taking into account the potential impact of any communication.
• Ensures that Line Manager is informed about progress and problems, to avoid surprises.
• Positive and respectful attitude to all team members and internal and external customers.

Interpersonal awareness

• Understands the interests and concerns of others particularly