P&O Maritime Logistics Coordinator For Ship Management Job Opening in Dubai Drydocks , United Arab Emirates

Job Title: Administrative Coordinator – UAE Ports Operations (Dubai)
Location: Dubai, United Arab Emirates
Department: UAE Ports Operations
Reporting to: Corporate Ship Manager

About the Role:

We are seeking a highly organised and detail-oriented Administrative Coordinator to support our UAE Ports Operations team in Dubai. The role primarily involves providing administrative and coordination support to the Corporate Ship Manager, facilitating smooth daily operations, and ensuring efficient communication across departments.

Key Responsibilities:

Operational Support:

• Assist in preparing and consolidating the annual operations budget.
• Draft minutes for management meetings and compile weekly, monthly, and quarterly operational reports.
• Maintain logs and records for CAPEX/OPEX across operational departments.
• Coordinate gate pass arrangements for visitors and suppliers.
• Maintain physical and digital filing systems in line with management system protocols.
• Create and update operational databases and vessel brochures archives.
• Serve as a central communication point for client queries, including complaints and meet-and-greet arrangements.
• Manage and distribute the emergency contact list regularly.
• Raise RFQS and complete GRNS in Oracle Fusion for materials and services.
• Coordinate Business Travel Requests (BTR) for local and international travel involving staff and consultants.
• Submit AFES via the DPW portal and generate corresponding project codes in Oracle Fusion.
• Liaise with the IT department on shared issues and provide support for IT-related matters across departments.

HSEQ Responsibilities:

• Support the HSEQ Officer with internal audits, inspections, and compliance reporting.
• Prepare regular reports and assist in HSEQ training programs, safety campaigns, and internal events.
• Coordinate with internal departments on HSEQ requirements and ensure implementation of risk controls.
• Maintain up-to-date HSE legal compliance registers and monitor HSEQ objectives and KPIS.
• Manage documentation systems for safety observations, incidents, and inspections.
• Assist with the development, distribution, and revision control of HSEQ documents and manuals.
• Support incident investigations and contribute to root cause analysis and reporting.
• Participate in external audits and client inspections as required.
• Monitor supplier performance from an HSEQ standpoint and ensure corrective actions are implemented effectively.
• Provide document control oversight and conduct document audits to ensure current documentation is in use.
• Ensure proper server access permissions and oversee internal and external transmittal protocols.

General & Cross-Functional Support:

• Ensure the correct application of company branding on all materials.
• Collaborate with HR for internal events and sustainability initiatives.
• Adhere to company HSSEQ standards and report any deviations or hazards.
• Provide administrative support to other departments when needed.
• Perform additional duties as assigned by the Corporate Ship Manager or relevant line manager.

Qualifications & Experience:

• Certificate or Diploma in Business Administration, Office Management, or related field.
• Secretarial training or advanced administrative education preferred.
• Minimum of 3 years’ experience in an administrative or coordination role.
• Excellent written and verbal communication skills in English.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with Adobe Acrobat, Firefox, and other relevant applications.
• Prior experience in the maritime or marine industry is a plus.