Document Control Analyst

About the role

The Document Control Analyst, Vessel, administers the compliance, governance, and execution of vessel documentation programs across Kirby's inland and offshore fleet. This role ensures adherence to federal and state regulations for 1,200+ vessels and serves as a key technical resource to Legal, Operations, and M&R. This position applies technical expertise and sound judgment to meet regulatory requirements, manage compliance deadlines, and ensure accurate and timely documentation management. Legal interpretation and advice remain with the Legal Department.

Responsibilities

• Regulatory Compliance & Program Management: Maintain compliance for vessel documentation, including CODs, COFRs, FCC licenses, and related filings
• Regulatory Compliance & Program Management: Apply regulatory requirements and ensure timely renewals, submissions, and fee management
• Regulatory Compliance & Program Management: Maintain Vessel Response Plans and State Oil Spill Contingency Plans, including required filings
• Regulatory Compliance & Program Management: Identify compliance gaps impacting vessel operations and escalate as needed
• New Vessel Documentation: Manage documentation requirements for newbuild vessels and lifecycle events (renaming, re-documentation, status changes)
• New Vessel Documentation: Coordinate with Legal, M&R, and Operations to ensure regulatory readiness and timely document delivery
• Acquisitions & Dispositions Compliance: Prepare documentation for vessel acquisitions and dispositions, including title review and regulatory filings
• Acquisitions & Dispositions Compliance: Review abstracts of title for ownership and lien status and escalate issues to Legal
• Acquisitions & Dispositions Compliance: Coordinate execution of bills of sale, lien releases, FCC transfers, and required regulatory updates
• Acquisitions & Dispositions Compliance: Manage titling of state registered crewboats
• Data, Systems & Reporting: Serve as SME for OASIS and ensure data integrity for vessel documentation
• Data, Systems & Reporting: Analyze reporting to identify gaps, trends, and risks
• Data, Systems & Reporting: Partner with IT to enhance workflows, automation, and reporting
• Data, Systems & Reporting: Maintain audit-ready documentation and processes
• Stakeholder Support & Cross-Functional Collaboration: Provide technical guidance to internal stakeholders on documentation requirements and regulatory changes, and escalate legal questions to Legal
• Stakeholder Support & Cross-Functional Collaboration: Respond to technical inquiries and coordinate with regulators and external parties
• Stakeholder Support & Cross-Functional Collaboration: Support training, process standardization, and continuous improvement initiatives
• Reporting & Administrative Support: Prepare annual reports on fleet changes and vessel dispositions
• Reporting & Administrative Support: Prepare reports for insurance renewals
• Reporting & Administrative Support: Support audits (e.g., TMSA) and regulatory reviews
• Reporting & Administrative Support: Process documentation-related expense allocation and maintain compliance with internal controls

Qualifications

• Strong analytical and compliance-focused mindset
• Ability to apply regulations and agency requirements accurately and exercise sound judgment
• Excellent communication and organizational skills
• High attention to detail with strong prioritization skills
• Advanced proficiency in OASIS, Microsoft Office, and document management systems
• Education: Bachelor's degree in Business Administration, Information Management, or related field preferred. High school diploma or equivalent required; additional experience may be considered in lieu of a degree.
• Experience: 4+ years of maritime, compliance, or regulatory experience required with a bachelor's degree; 5+ years required with a high school diploma or equivalent
• Paralegal or legal support experience, preferred
• Experience working with regulatory agencies (e.g., USCG) preferred
• Notary Public preferred
• Special Requirements: Physical Activities & Requirements: Standard Office Criteria; Working Conditions: Standard Office Criteria