Operations Specialist

Operations Specialist - Maritime & Terminal Operations

Position Overview

We are seeking a highly organized and detail-oriented Operations Specialist to support the seamless execution of vessel and terminal operations. This role serves as a critical link across operational teams-including Maintenance & Repair, Traffic, Regulatory, and Vessel Planning-to ensure cargo moves safely, efficiently, and in full compliance with all regulatory requirements.

This position combines logistics coordination, compliance oversight, inventory management, and stakeholder communication , making it ideal for someone who thrives in a fast-paced, operationally complex environment.

What You'll Do

Port & Vessel Operations

• Coordinate cargo documentation and reconcile vessel manifests with port stow plans to ensure accuracy and compliance
• Partner with vessel teams and terminal operations to support cargo loading/discharge activities
• Monitor vessel stability, pre-planning processes, and communicate necessary adjustments for safe operations
• Attend port calls (San Juan) to support shoreside marine services and execution

Regulatory Compliance & Documentation

• Collaborate with government agencies (e.g., Customs) to secure delivery authorizations, inspections, and cargo clearance
• Prepare in-bond documentation for foreign cargo and ensure compliance with customs regulations
• Manage hazardous cargo documentation (DCM) and ensure adherence to all Hazmat CFR requirements

Operational Coordination

• Troubleshoot gate issues and documentation discrepancies to minimize delays and penalties
• Support dispatch operations by preparing and verifying shipping documentation
• Maintain accurate records and provide final cargo reports for each port call

Procurement, Inventory & Vendor Oversight

• Manage procurement processes including purchase orders, vendor quotes, and invoice reconciliation
• Maintain inventory of containers, chassis, reefers, parts, and tires with high accuracy
• Oversee vendor performance and ensure compliance with company policies and documentation standards
• Conduct quality checks on repairs, services, and delivered parts

Systems, Reporting & Continuous Improvement

• Maintain operational systems (including reefer monitoring and internal web portals) to ensure accuracy and functionality
• Support equipment tracking, WIP processes, and discrepancy resolution
• Generate reports and provide insights that improve operational efficiency and decision-making

What Makes You Successful

• Strong attention to detail with the ability to manage multiple priorities in a fast-paced environment
• Solid problem-solving skills with a proactive approach to resolving operational and documentation issues
• Effective communicator who can work across teams, vendors, and regulatory agencies
• High level of accountability with a strong focus on safety, compliance, and accuracy

Basic Qualifications

• 2+ years of experience in logistics, transportation, maritime operations, or a related field (preferred, not required)
• Experience working with regulatory compliance or government agencies
• Bilingual in English and Spanish (written and verbal)
• Proficiency with Microsoft Office (especially Excel)

Preferred Experience

• Background in port operations, shipping, or intermodal logistics
• Familiarity with cargo documentation, vessel planning, or equipment/asset tracking systems

Core Competencies

• Trust & Integrity - Communicates openly, follows through, and does the right thing
• Safety First - Prioritizes safety and continuous improvement in all operations
• Accountability - Owns results and drives high-quality outcomes
• Respect - Builds strong relationships across diverse teams
• Customer Focus - Delivers value to both internal and external stakeholders

Work Environment & Physical Requirements

• Combination of office and active terminal/vessel environment
• Frequent computer-based work with occasional lifting (up to 25 lbs)
• Moderate noise environment with some on-site operational exposure

Why Join Us

This is a high-impact role offering exposure to end-to-end maritime operations, cross-functional collaboration, and opportunities to directly influence efficiency, safety, and customer experience.

Equal Opportunity Employer

TOTE Maritime Puerto Rico is an Equal Opportunity Employer - Affinit ...? TOTE Maritime Puerto Rico is an Equal Opportunity Employer - ... All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.

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