Ship Spares Coordinator (Temp Role)

GAC North America Logistics is a leading provider of logistics and marine services. We are committed to delivering exceptional service and innovative solutions to our clients in the shipping and logistics industry. We are currently seeking a dedicated Ship Spares Coordinator to join our team and manage all ship spares-related activities with efficiency and professionalism.

Position Overview:

As a Ship Spares Coordinator, you will oversee and coordinate all activities related to ship spares for vessels while in port. This role involves managing arrangements and coordination of ship spares in transit before a vessel's arrival and post-departure. You will be responsible for fostering strong relationships with customers, agents, and vendors, ensuring high levels of customer service, and resolving any issues promptly.

Key Responsibilities:

Coordination and Communication:

• Manage arrangements for ship spares, including transit coordination before vessel arrival and post-departure.
• Build and maintain strong relationships with customers, agents, and vendors to enhance service proficiency.
• Communicate effectively with agents, customers, and vendors to meet deadlines and provide freight solutions.
• Acknowledge all emails promptly, ensuring clients feel confident and informed.
• Provide and review delivery site approvals, consignee information, deadlines, customs requirements, and other relevant details.
• Arrange and prepare necessary forms, payments, and documents required by Local and Federal Authorities.

Planning and Execution:

• Coordinate with port agents to ensure deadlines are met.
• Organize spares parts pickup and delivery, being mindful of cost efficiency for the client.
• Act as a liaison between agents, ship owners, cargo interests, and facility management for smooth delivery.
• Resolve issues with prompt follow-ups and communicate any delays to customers.

Record Keeping and Documentation:

• Maintain accurate records and files, including AWB/BL/DO, quote approvals, invoices, and queries.
• Keep an updated shared team log for all shipments.

Export Assistance:

• Provide support for export shipments, including producing documents for compliance, COO, Schedule B, ECCN, etc.
• Communicate with the export department/agent to ensure seamless execution.

Billing and Quotes:

• Ensure timely invoice approval and job closing as per KPIs.
• Allocate payments/invoices in GAC Freight for vendor approval.
• Prepare and provide quotes and estimates for spares clearance, delivery costs, and shipments.

Shared Work Unit Tasks:

• Maintain accurate shared team logs for all shipments.
• Facilitate preplanning and proper handovers to ensure team support where needed.

Minimum Technical Knowledge and Skills:

• Educational Qualification: High School diploma or GED.
• Specialist Knowledge: Knowledge of logistics and freight forwarding A MUST.
• Communication / Language: Fluent in English with effective written, oral, and telephone communication skills.
• Computer Aptitude: Proficient in MS Office, Word, Excel, and Outlook.
• Experience: Minimum 2 years in a similar position or industry, preferably in a logistics coordinator or customer service role A MUST.