JOB PURPOSE

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.

KEY 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 escalate 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 Administration

Prepare, 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 Administration & Documentation

Prepare 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 & Coordination

Act 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 & Improvement

Ensure manpower deployment complies with working-hour limits, rest requirements, competency standards, and company policies.

Maintain confidentiality of employee, contractor, attendance, and payroll-related information.

Support audits by providing accurate attendance, training, certification, and contractor records.

Identify opportunities to improve roster efficiency, overtime control, manpower utilization, and administrative workflows.

Support implementation of digital attendance, resource management, and reporting systems.

Key Performance Indicators

Percentage of operational shifts fully manned against approved requirements.

Accuracy and on-time submission of rosters, attendance, time sheets, and overtime records.

Number of operational delays attributable to manpower shortage or late deployment.

Overtime and manpower utilization versus approved plan and budget.

Accuracy and completeness of competency, certification, and contractor documentation.

Response time for replacement manpower and urgent resource requests.

Number of payroll, invoice, attendance, or deployment discrepancies.

Internal stakeholder satisfaction with resource coordination and administrative support.

Desired Candidate Profile

Qualification:

Bachelors degree in Operations management, logistics & supply chain management or a related field.

Experience:

Minimum 3 years of experience in resource coordination, workforce planning, operations administration, or a similar role; port or logistics experience is preferred.

Good understanding of shift rosters, manpower deployment, attendance management, overtime, and contractor coordination.

Skills:

Proficiency in MS Office applications, particularly Excel, Word, PowerPoint, and Outlook.

Understanding HR, attendance, Terminal Operating, or workforce management systems is advantageous.

Good knowledge in SAP is advantageous.

Strong organizational skills with high accuracy and attention to detail.

Good communication, coordination, follow-up, and report-writing abilities English is mandatory.

Ability to manage confidential information professionally and maintain accurate records.

Ability to prioritize multiple urgent requirements and work effectively in a 24/7 operational environment.

Flexibility to work outside normal office hours when required to support operational changes or emergencies.