Husbandry Coordinator

The Husbandry Coordinator supports the Husbandry Manager in delivering a unified, high-quality husbandry service across all West Coast ports. The role is responsible for the day-to-day coordination of crew changes, CTM, visas, accommodation, transport, provisions, spare parts, and related cargo-operation data entry. It follows standardized processes to ensure all husbandry activities meet service KPIs and are carried out safely, efficiently, and consistently.
The coordinator serves as a key operational link between local port agency teams, vendors, vessel operators, and internal departments, ensuring that all services are delivered to the required standard.
Husbandry Operations & Coordination
• Execute day-to-day coordination of crew changes, CTM delivery, visas, accommodation, transportation, provisions, and spare parts.
• Support port agency teams by entering and updating required husbandry and cargo-related operational details in P360 or other systems.
• Follow established SOPs and workflows to ensure consistent execution across all West Coast ports.
• Maintain timely communication with port teams, vessel operators, Masters, and the offshore support team to ensure smooth coordination.
• Track operational milestones and ensure that all tasks are completed in accordance with service KPIs.
• Assist in maintaining the centralised husbandry desk, ensuring requests are logged, assigned, monitored, and closed out accurately.
Vendor Liaison & Documentation
• Coordinate with approved vendors for transport, hotels, launch boats, CTM, and logistics services.
• Make all bookings using preferred suppliers unless otherwise directed.
• Maintain updated records of vendor contacts, tariffs, service availability, restrictions, and performance notes.
• Provide information and support for vendor performance monitoring, tariff reviews, and other procurement-related initiatives.
Integration with Subsidiary
• Liaise with Pac Ocean for husbandry-related logistics whenever practical and cost-effective.
• Provide Pac Ocean with clear operational requirements, documentation, and deadlines.
• Identify and escalate capability gaps, operational concerns, or capacity limitations.
• Support the use of alternative suppliers when redundancy is required.
Systems, Reporting & Financial Control
• Ensure all husbandry requests, operational updates, and milestones are entered accurately into P360 (or relevant systems).
• Prepare and maintain job files, movement lists, crew-change documents, vendor bookings, and required paperwork.
• Support prefunding follow-up, invoice reconciliation, and related financial documentation.
• Follow all financial control guidelines, including vendor approval processes, no-go policies, and compliance with prefunding requirements.
Customer Service & Communication
• Provide timely and professional updates to vessel operators, principals, and internal teams.
• Handle routine customer inquiries and escalate complex or sensitive matters appropriately.
• Contribute to structured feedback loops by recording issues, delays, or vendor performance concerns.
Compliance, HSQE & Governance
• Ensure all activities comply with company policies, including anti-bribery, corruption, trade sanctions, HSQE requirements, and corporate governance.
• Follow all operational SOPs, Group procedures, and mandatory reporting obligations.
• Immediately report any safety, compliance, or operational concerns to the Husbandry Manager.
• Maintain confidentiality and secure handling of CTM and sensitive documents.