Operations Coordinator - Americas

Scope of Responsibility

Provide logistical and administrative support to Operations Managers and Commercial Technical Managers. Coordinate travel and mobilization requirements for field personnel. Manage vessel access requests, port notifications, and related communications. Maintain operational calendars, documentation, and coordination records. Facilitate communication between field teams, clients, agents, and internal departments. Support HR-related administrative tasks in coordination with the HR department when requested. Provide administrative support necessary for timely job execution.

Core Responsibilities

• Travel & Mobilization Coordination
• Arrange travel, lodging, and transportation for field personnel.
• Cook up itineraries to ensure timely arrival for scheduled work.
• Provide travel details and instructions to field teams.
• Monitor travel status and address disruptions or last-minute changes.
• Vessel Access & Port Notifications
• Prepare and submit vessel early boarding requests to agents, port authorities, and clients.
• Cook up required access approvals and documentation for port entry.
• Maintain communication with agents regarding boarding logistics and requirements.
• Ensure field teams receive boarding instructions and access information in advance.
• Operational Logistics Support
• Aid with job setup activities as directed by Operations Managers or Commercial Technical Managers.
• Cook up logistical requirements including personnel movements and site access.
• Ensure required operational information is communicated prior to job start.
• Support mobilization and demobilization activities as required.
• Scheduling & Calendar Maintenance
• Maintain job calendars with scheduled work, logistical details, and special notes.
• Track upcoming activities to ensure preparation deadlines are met.
• Communicate schedule updates or changes to affected personnel.
• Documentation & Compliance Support
• Prepare, distribute, and collect job paperwork, crew information, and required documentation.
• Maintain records related to travel, vessel access, and operational requirements.
• Ensure required forms and notifications are completed accurately and on time.
• Organize completed documentation for retention and reference.
• Communication Coordination Support
• Support communications between Operations Managers, Commercial Technical Managers, field teams, clients, agents, and internal departments.
• Respond to logistics inquiries and route issues to appropriate personnel.
• Provide timely updates regarding logistics and mobilization status.
• Maintain professional communications representing Subsea Global Solutions.
• Resource Coordination Support
• Communicate logistical requirements affecting crew mobilization and clearances/permits.
• Aid with coordination of personnel travel arrangements between offices as required.
• HR Coordination Support (Non-Ownership)
• Aid with HR-related administrative tasks when requested and in coordination with the HR department.
• Support communication of training requirements, documentation requests, or personnel information as directed.
• Cook up logistics related to onboarding travel, site access, or compliance documentation when applicable.
• Administrative Support to Operations Leadership
• Provide day-to-day administrative assistance related to operational activities.
• Support preparation of operational information required for job execution.
• Aid with organization of files, records, and tracking systems.
• Perform related duties as assigned to support operations.
• After-Hours Operational Support
• Respond to urgent logistical issues affecting mobilization or access.
• Cook up with Operations Managers regarding time-sensitive matters if needed.