The Resource and Administrative Coordinator is responsible for coordinating operational manpower and providing comprehensive administrative support to the Operations Department. The role ensures that qualified personnel are rostered, mobilized and deployed in line with vessel yard gate and shift requirements. It maintains accurate attendance, overtime, competency, training, contractor and operational records, supports reporting and documentation and acts as a coordination link between Operations, HR, HSSE, Planning, contractors and other stakeholders.
The position contributes to reliable 24 7 operations through timely resource planning, disciplined follow-up, accurate records and efficient administrative processes.
ACCOUNTABILITIES Resource Coordination
Coordinate daily and shift-based deployment of operational manpower based on vessel, yard, gate and support requirements.
Prepare manpower allocation plans for supervisors, foremen, tally clerks, lashers, traffic marshals, drivers, equipment operators and contracted labor.
Confirm manpower attendance, competency, certification and availability before assigning personnel to operational duties.
Arrange replacements and additional resources for absenteeism, leave, operational peaks or unplanned requirements.
Maintain accurate visibility of available internal and contractor resources and elevate shortages in a timely manner.
Coordinate equipment-related matters including equipment assignment and allocation and maintain an updated equipment logbook to ensure effective follow-up on equipment status and operational requirements.
Roster Attendance Overtime AdministrationPrepare, update and communicate duty rosters, shift schedules, relief arrangements, leave plans and training allocations.
Maintain daily attendance records, timesheets, overtime, call-out and shift allowance information.
Validate contractor attendance and deployed headcount against approved requests and actual operational use.
Coordinate attendance discrepancies, leave records and roster changes with Operations Management.
Ensure records are complete, accurate, approved and submitted within established deadlines.
Operational AdministrationPrepare operational reports, manpower summaries, meeting records, correspondence, presentations and administrative trackers.
Maintain organized records for staff qualifications, licenses, certifications, medical validity, training and competency assessments.
Coordinate documentation for new joiners, access cards, PPE, inductions, uniforms, transport and operational deployment readiness.
Control filing and retrieval of operational procedures, work instructions, forms, shift reports and contractor documents.
Assist on SAP PRs/POs related to operations department.
Support preparation and follow-up of purchase requests, service entries, invoice supporting documents and contract-related records as assigned.
Communication CoordinationAct as the central coordination point between Operations Management, shift teams, Planning, HR, HSSE, Engineering, contractors and service providers for manpower requirements.
Issue clear and timely deployment instructions and communicate roster or operational changes to concerned parties.
Follow up with contractors on requested manpower, transportation, accommodation, PPE documentation and mobilization status.
Escalate unresolved shortages, absenteeism, competency gaps or administrative delays that may affect operations.
Support meetings, interviews, training schedules and onboarding activities.
Compliance Confidentiality ImprovementEnsure manpower deployment complies with working-hour limits, rest requirements, competency standards and company policies.
Maintain confidentiality of employee/contractor attendance and…
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