Operations Assistant

T. Parker Host•Portland, OR

9d•Onsite

About The Position

The Operations Assistant provides operational and administrative support to ensure the efficient coordination of vessel agency activities and exceptional service to customers, vessel personnel, and internal teams. This position is responsible for supporting vessel arrivals and departures, boarding vessels, transporting and delivering documentation, ship’s mail, crew members, supplies, and vessel spare parts, and assisting with other time-sensitive operational needs. The Operations Assistant serves as an important link between vessels, terminals, customers, vendors, government agencies, and HOST personnel. The successful candidate must be highly dependable, adaptable, safety-conscious, and comfortable working independently in a fast-paced marine and industrial environment. This role requires a flexible schedule, including nights, weekends, holidays, and extended hours as operational needs require.

Requirements

High school diploma or equivalent required.
Must possess a valid driver’s license and maintain an acceptable driving record.
Must possess or be able to obtain and maintain a valid Transportation Worker Identification Credential (TWIC).
Basic proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
Ability to learn and effectively use company systems, applications, and operational technology.
Strong verbal and written communication skills.
Ability to communicate professionally with customers, vessel personnel, vendors, government representatives, and employees at all organizational levels.
Ability to work independently with limited supervision while maintaining communication with the Operations team.
Ability to safely operate a motor vehicle for extended periods.
Ability to manage multiple assignments and adjust priorities based on changing vessel schedules and operational needs.
Must be dependable, punctual, and responsive to time-sensitive operational requirements.
Must be comfortable working in marine, port, terminal, and industrial environments.
Ability and willingness to work a flexible schedule, including days, nights, weekends, holidays, and overtime as business needs require.
Ability to frequently stand, walk, bend, reach, climb, and navigate uneven or potentially unstable surfaces.
Ability to climb steep vessel gangways, ladders, and stairs.
Ability to lift and carry up to 50 pounds regularly and up to 70 pounds occasionally, with or without reasonable accommodation.
Ability to enter and exit vehicles frequently and remain seated while driving for extended periods.
Ability to work outdoors and in varying weather conditions, including heat, cold, rain, wind, and humidity.
Ability to work safely around vessels, docks, terminals, heavy equipment, moving vehicles, and other industrial operations.
Ability to wear required personal protective equipment (PPE).

Nice To Haves

Previous experience in maritime operations, transportation, logistics, customer service, or a related environment preferred but not required.

Responsibilities

Support day-to-day vessel agency operations and assist the Operations team with vessel-related assignments.
Board vessels at terminals, docks, anchorages, and other approved locations as operationally required.
Deliver, retrieve, obtain signatures for, and process vessel and operational documentation between vessels, terminals, government offices, customers, vendors, and HOST offices.
Assist with the timely distribution and collection of ship’s mail, packages, documentation, supplies, and other vessel-related materials.
Pick up, transport, and deliver vessel spare parts, equipment, and supplies as required.
Safely transport crew members, customers, company representatives, and other authorized individuals to and from vessels, terminals, airports, hotels, offices, medical facilities, and other locations as needed.
Communicate regularly with Operations personnel regarding the status and completion of assigned tasks.
Maintain accurate records and logs of operational activities, deliveries, vehicle mileage, and other required information.
Assist with obtaining supplies and materials necessary to support vessel and office operations.
Maintain company vehicles and equipment in a clean and professional condition and promptly report maintenance or safety concerns.
Follow all terminal, vessel, port, company, and governmental safety and security requirements.
Maintain professionalism and confidentiality when handling customer, crew, vessel, or company information.
Provide timely updates regarding delays, changes, or issues that may affect vessel or customer operations.
Assist Operations personnel with additional administrative or logistical tasks as business needs require.
Perform other duties and responsibilities as assigned.