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 clients, supplier, managers, direct team members and wider company colleagues.

· Knows when to escalate critical issues to own or others’ management, if own efforts to enlist support have not succeeded.

Ability to Influence Others

· Works to gain others’ support for ideas, proposals, projects, and solutions.

· Involves others in a process or decision to ensure their support and looks for win-win solutions.

Building Collaborative Relationships

· Constantly working to develop, maintain, and strengthen partnerships with internal and external customers.

· Builds relationships with and expresses appreciation to others who have provided information, assistance, or support and provides assistance, information, and support to others to build a basis for future reciprocity.

Flexibility

· Tries to understand the merits of other perspectives.

· Demonstrates willingness to modify a strongly held position in the face of contrary evidence.

Organisational Skills

· Works well under pressure often juggling an assortment of tasks and continually reassessing priorities.

· Accuracy and attention to detail seeing the task through to the end.

We encourage applications from all backgrounds, regardless of race, gender, age, religion, identity, or education.

It is our expectation that the post holder upholds, demonstrates and lives up to our company values and works diligently towards our strategic goals and objectives, underpinned by our 5 pillars (Sustainable Growth, Business Efficiency, Trusted Partner, Culture, and Environment, Social & Governance) and that they do so with integrity and professionalism.

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