The Operations Coordinator — Americas provides direct logistical, administrative, and coordination support to Operations Managers and Commercial Technical Managers to ensure field operations are planned, organized, and executed without delay.
This role focuses on coordinating travel arrangements, vessel access requirements, port notifications, job documentation, operational communications, and related activities necessary for field teams to mobilize and perform work safely and efficiently.
The Operations Coordinator serves as a central coordination point between field teams, management, clients, agents, and internal departments, ensuring required logistics, notifications, and documentation are completed accurately and in advance of scheduled work.
This position supports operational delivery and cross-functional coordination but does not hold responsibility for pricing, sales activities, human resources ownership, or independent operational decision-making authority.
- Provide logistical and administrative support to Operations Managers and Commercial Technical Managers.
- Coordinate travel and mobilization requirements for field personnel.
- Manage vessel access requests, port notifications, and related communications.
- Maintain operational calendars, documentation, and coordination records.
- Facilitate communication between field teams, clients, agents, and internal departments.
- Support HR-related administrative tasks in coordination with the HR department when requested.
- Provide administrative support necessary for timely job execution.
- Arrange travel, lodging, and transportation for field personnel.
- Coordinate itineraries to ensure timely arrival for scheduled work.
- Provide travel details and instructions to field teams.
- Monitor travel status and address disruptions or last-minute changes.
- Prepare and submit vessel early boarding requests to agents, port authorities, and clients.
- Coordinate required access approvals and documentation for port entry.
- Maintain communication with agents regarding boarding logistics and requirements.
- Ensure field teams receive boarding instructions and access information in advance.
- Assist with job setup activities as directed by Operations Managers or Commercial Technical Managers.
- Coordinate logistical requirements including personnel movements and site access.
- Ensure required operational information is communicated prior to job start.
- Support mobilization and demobilization activities as required.
- Maintain job calendars with scheduled work, logistical details, and special notes.
- Track upcoming activities to ensure preparation deadlines are met.
- Communicate schedule updates or changes to affected personnel.
- Prepare, distribute, and collect job paperwork, crew information, and required documentation.
- Maintain records related to travel, vessel access, and operational requirements.
- Ensure required forms and notifications are completed accurately and on time.
- Organize completed documentation for retention and reference.
- Support communications between Operations Managers, Commercial Technical Managers, field teams, clients, agents, and internal departments.
- Respond to logistics inquiries and route issues to appropriate personnel.
- Provide timely updates regarding logistics and mobilization status.
- Maintain professional communications representing Subsea Global Solutions.
- Communicate logistical requirements affecting crew mobilization and clearances/permits.
- Assistwith coordination of personnel travel arrangements between offices as required.
- Assist with HR-related administrative tasks when requested and in coordination with the HR department.
- Support communication of training requirements, documentation requests, or personnel information as directed.
- Coordinate logistics related to onboarding travel, site access, or compliance documentation when applicable.
- Provide day-to-day administrative assistance related to operational activities.
- Support preparation of operational information required for job execution.
- Assist with organization of files, records, and tracking systems.
- Perform related duties as assigned to support operations.
- Respond to urgent logistical issues affecting mobilization or access.
- Coordinate with Operations Managers regarding time-sensitive matters if needed.
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- High attention to detail and accuracy.
- Ability to multitask and prioritize under time constraints.
- Ability to interpret procedures and instructions and execute tasks reliably.
- Professional demeanor in internal and external communications.
- Availability for occasional after-hours support as required.
- Experience in logistics coordination, administrative support, or operations support roles.
- Marine, port, ship repair, or industrial operations experience preferred.
- Familiarity with travel coordination, port procedures, or vessel access requirements.
- Experience with scheduling systems or operational databases.
- Proficiency with Microsoft Office applications and collaboration tools.
Ability to perform moderate lifting and routine office-related physical activities as required.
Must maintain health and stamina appropriate for an operational support environment.
This job description is not intended to be an exhaustive list of all duties and responsibilities. Additional duties may be assigned as required to support operational needs.
