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Vessel Operations Coordinator
We're on the lookout for a reliable and proactive individual to join our Vessel Operations team based in Bibra Lake – is that you?
Brave enough to step into the unknown and everchanging world of Ship Agency (Shipping)? Curious to try a new role in the Maritime Industry? Willing to go the extra mile for a winning outcome? Prepared to take ownership and accountability for yourself and the team to deliver the best outcome? Ready to foster new working relationships to sustain our diverse and inclusive working environment? We are looking for a motivated and reliable individual to join our dynamic team.
This is a 12‐month full‐time contract role offering a unique opportunity to work in a fast‐paced and diverse environment, managing vessel support operations while engaging with stakeholders from diverse cultural and demographic backgrounds. The position is primarily office‐based, involving the management of a high volume of emails. Strong computer skills, exceptional understanding and application of email etiquette, and excellent customer services are essential. Additionally, the role requires travel outside the office, such as but not limited to boarding vessels.
Responsibilities
Vessel Operations Coordination & Planning
* Coordinating flights, transport, accommodation and offshore transfers for maritime personnel
* Coordinating logistics for international freight to and from vessels
* Owners Protective Agency
* Quote on services rendered and consolidate all expenses on completion of jobs for invoicing by lodging jobs in our platform WASP
Email and Systems Administration
Efficiently handling high volume emails. Simultaneously working over several computer systems primarily SEDNA, Excel, Teams, WASP, IC S, MARS. Perform administrative tasks within an open office environment.
Teamwork
Collaborate within a supportive environment.
Navigating Multicultural & Demographic Interactions
Interact with international crews and stakeholders, requiring strong cross-cultural & demographic communication skills.
Information Handling & Incident Reporting
Manage confidential and sensitive data with utmost professionalism and integrity. Promptly opening clear communication channels to rectify issues.
Vessel Boarding
Board vessels to assist with operations and ensure smooth communication.
Rotating Roster
Work on a rotating shift pattern to accommodate operational requirements, offering variety and some flexibility. Work from home shift on rotation is available after completion of training. Shipping is a 24/7 business; out of hours and weekend work will be required, compensated by RDO's.
Who You Are
We are looking for a highly motivated, self‐driven individual who thrives in a dynamic environment. You are computer literate and possess excellent technical skills, allowing you to easily navigate and adapt to various software tools. You take pride in your ability to work independently, manage your time effectively, and maintain a high level of organization even under pressure. Your proactive nature and ability to take initiative are key strengths. You don't wait for instructions; instead, you identify opportunities to improve processes and solve problems, adopting a positive approach to change is vital. When feedback is provided, you take it constructively, using it as an opportunity to grow and further refine your skills.
Desirable Characteristics
* Attention to Detail: You ensure all tasks are completed with precision, ensuring accuracy in every aspect of your work.
* Clear Communication: You are skilled at communicating effectively with team members and clients, even overcoming language barriers when needed.
* Adaptability: You are open-minded and able to embrace change, adapting to new methods or processes with ease.
* Self‐Motivated & Proactive: You take ownership of your tasks, stay ahead of deadlines, and look for ways to improve workflows.
* Independent & Trustworthy: You work well with minimal supervision and can be relied upon to complete tasks to the highest standard.
* Analytical & Forward Thinking: You approach challenges logically, thinking ahead and anticipating potential issues.
* Organised & Stress‐Resilient: You remain calm under pressure, able to prioritize tasks effectively and manage multiple responsibilities.
* Willing to Learn & Take Feedback: You are always looking for opportunities to expand your knowledge, improving your skills based on feedback from others.
* Email Etiquette: You understand the importance of professionalism in written communication, maintaining clear, concise, and respectful email correspondence.
* Overtime Readiness: You are flexible and willing to work overtime when necessary to meet deadlines or operational needs.
* Business Acumen: You are committed to understanding the broader business context and applying this knowledge to enhance how your role is performed.
* While prior experience or exposure to the Shipping Industry is advantageous, we welcome candidates with experience in crew coordination and mobilisation type roles.
* You must possess a valid Australian work permit, driver's license, and driving experience, along with eligibility for a Maritime Security Identification Card (MSIC).
Please note
Please let us know in your cover letter five (5) traits you possess that could aid you in the Vessel Operations Coordinator role.
What We Offer
* A competitive base salary, plus superannuation, and other benefits including but not limited to an additional 5 days of annual leave, car allowance, laptop and mobile phone.
* Flexible work arrangements to support your well‐being and work‐life balance.
* A collaborative, diverse, and supportive team environment fostering growth and development.
* Access to modern training programs, advanced systems, and tools to enhance your skills and efficiency.
* Health and wellness support, including an employee assistance program for you and your family.
About Wilhelmsen
Established in Norway in 1861, Wilhelmsen is a global maritime leader providing essential products, services, qualified crews, and technical management across 60+ countries. We are committed to driving industry innovation through renewable energies, zero‐emission shipping, drone deliveries, digitalization, and fostering diverse, inclusive workplaces.
At Wilhelmsen Port Services, we embody five DNA Hallmarks: Winning, Accountable, Sustainability, Brave, and Curious. We expect each of our employees to exemplify these values.
Applying
Excited about this opportunity? Let us know in your cover letter which of our Port Services DNA resonates with you the most and apply today!
Work location: Bibra Lake, Western Australia
Application deadline: Tuesday, 30th June 2026
Contact details: GBS HR Oceania (***email_hidden***)
Please note that all positions at Wilhelmsen are subject to reference and ID checks. For certain roles, additional background screening may be required.
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