Operations Executive

Position Summary

We are seeking a meticulous and proactive Operations Executive to support the planning, execution, monitoring, and reconciliation of bunker deliveries across our tanker fleet.

This role bridges vessel operations, commercial teams, and documentation control to ensure safe, compliant, and efficient execution of bunker transfers in accordance with MPA regulations, SS 648 / TR 48 / TR 129 standards, and internal procedures.

The role includes coordinating Mass Flow Meter (MFM) availability and scheduling, engaging external contractors for operational and meter-related works, and keeping informed of evolving bunkering regulations applicable to different fuel types (e.g. HSFO, LSFO, MGO, alternative fuels).

The ideal candidate demonstrates strong attention to detail, structured thinking, and the ability to manage operational data, vendor coordination, and communications in a fast-paced maritime environment.

Key Responsibilities

• Support planning and monitoring of bunker delivery schedules
• Coordinate with: Vessel crew, Surveyors, Traders, Suppliers, Agents,
• Facilitate alignment on: Product availability, Delivery timing, Operational readiness
• Track operational status and escalate issues when required

• Coordinate scheduling of MFM usage across vessels to ensure availability for planned deliveries
• Monitor upcoming calibration, verification, maintenance, or inspection requirements
• Liaise with technical teams, service providers, and vessel crew on MFM readiness
• Maintain visibility of meter operational status and limitations
• Support planning to minimise operational disruption due to meter downtime
• Maintain records related to meter scheduling and readiness

• Liaise with external contractors and service providers for operational and meter-related works
• Obtain quotations and coordinate service arrangements
• Support evaluation of vendor proposals and timelines
• Assist in negotiating operational scope, scheduling, and service terms
• Monitor execution of contracted works and follow up on completion
• Maintain records of vendor engagements and service outcomes

• Monitor delivery figures derived from MFM systems and operational inputs
• Perform preliminary reconciliation of:
• - Loaded vs delivered quantities
• ROB movements
• Surveyor / vessel data
• Flag irregularities, deviations, or potential discrepancies

• Stay informed of current bunkering regulations, standards, and operational guidance issued by relevant authorities
• Maintain awareness of requirements applicable across different fuel cargo types (e.g. HSFO, LSFO, MGO, alternative fuels)
• Support operational alignment with regulatory and industry expectations
• Escalate regulatory changes or potential impacts on operations where identified
• Assist in maintaining documentation readiness for audits or inspections

• Prepare and maintain operational documentation including: Delivery records, Supporting reports, Post-operation summaries
• Verify documentation accuracy including: Bunker delivery information, Supporting operational data
• Maintain structured and traceable records for compliance

• Assist commercial teams with execution-related documentation
• Liaise on post-delivery processes where required
• Support communication between trading, operations, and finance teams

• Identify workflow inefficiencies or data gaps
• Contribute to improving reporting and operational tracking tools
• Support initiatives to enhance operational transparency

Requirements

• Minimum 1–3 years relevant working experience
• Fresh graduates with strong analytical aptitude may be considered

• Strong attention to detail and numerical accuracy
• Ability to manage multiple operational tasks
• Structured and analytical thinking
• Clear written and verbal communication
• Professional and dependable work ethic
• Comfortable working in time-sensitive environments

• Familiarity with bunker operations
• Exposure to MFM or quantity reconciliation
• Understanding of SS 648 / TR 48 / TR 129
• Experience interacting with vendors or contractors

• Shore-based operations role
• Interaction with vessels, vendors, and stakeholders
• Occasional extended hours depending on operational activity