Operations Assistant

Title: Operations Assistant Status: Full-time, Non-Exempt Company: Host Agency, LLC Reports To: Director, Agency Operations Location: Host Agency – Portland, OR Since its inception in 1923 as a ship agency business, T. Parker Host has developed a strong reputation for offering REAL solutions and improving efficiency for its customers. Host is the largest dry bulk agent in the United States and handles nearly 4,000 vessels annually, including dry bulk, breakbulk, tankers and cruise ships. As agents, we represent principals from around the world and coordinate directly with local and international parties for every ship we’re appointed. Host Agency continues to develop a strong worldwide network of relationships throughout the maritime community. Position Summary: The Operations Assistant provides operational and administrative support to ensure the efficient coordination of vessel agency activities and exceptional service to customers, vessel personnel, and internal teams. This position is responsible for supporting vessel arrivals and departures, boarding vessels, transporting and delivering documentation, ship’s mail, crew members, customers, supplies, and vessel spare parts, and assisting with other time-sensitive operational needs. The Operations Assistant serves as an important link between vessels, terminals, customers, vendors, government agencies, and HOST personnel. The successful candidate must be highly dependable, adaptable, safety-conscious, and comfortable working independently in a fast-paced marine and industrial environment. This role requires a flexible schedule, including nights, weekends, holidays, and extended hours as operational needs require. The Person: The successful candidate will have the following behaviors and demonstrate the competencies below. Core Principles: Our people are our greatest assets. Their safety is our top priority. We provide exceptional service. We believe every relationship is important. We are detectives, understanding all activities within our markets. We know today's opportunities are tomorrow's growth. We conduct all business with integrity. We build on our legacy. Essential Responsibilities and Duties: Support day-to-day vessel agency operations and assist the Operations team with vessel-related assignments. Board vessels at terminals, docks, anchorages, and other approved locations as operationally required. Deliver, retrieve, obtain signatures for, and process vessel and operational documentation between vessels, terminals, government offices, customers, vendors, and HOST offices. Assist with the timely distribution and collection of ship’s mail, packages, documentation, supplies, and other vessel-related materials. Pick up, transport, and deliver vessel spare parts, equipment, and supplies as required. Safely transport crew members, customers, company representatives, and other authorized individuals to and from vessels, terminals, airports, hotels, offices, medical facilities, and other locations as needed. Communicate regularly with Operations personnel regarding the status and completion of assigned tasks. Maintain accurate records and logs of operational activities, deliveries, vehicle mileage, and other required information. Assist with obtaining supplies and materials necessary to support vessel and office operations. Maintain company vehicles and equipment in a clean and professional condition and promptly report maintenance or safety concerns. Follow all terminal, vessel, port, company, and governmental safety and security requirements. Maintain professionalism and confidentiality when handling customer, crew, vessel, or company information. Provide timely updates regarding delays, changes, or issues that may affect vessel or customer operations. Assist Operations personnel with additional administrative or logistical tasks as business needs require. Perform other duties and responsibilities as assigned. Education, Knowledge, Experience, Skills and Abilities Required: High school diploma or equivalent required. Previous experience in maritime operations, transportation, logistics, customer service, or a related environment preferred but not required. Must possess a valid driver’s license and maintain an acceptable driving record. Must possess or be able to obtain and maintain a valid Transportation Worker Identification Credential (TWIC). Basic proficiency with Microsoft Office applications, including Outlook, Word, and Excel. Ability to learn and effectively use company systems, applications, and operational technology. Strong verbal and written communication skills. Ability to communicate professionally with customers, vessel personnel, vendors, government representatives, and employees at all organizational levels. Ability to work independently with limited supervision while maintaining communication with the Operations team. Ability to safely operate a motor vehicle for extended periods. Ability to manage multiple assignments and adjust priorities based on changing vessel schedules and operational needs. Must be dependable, punctual, and responsive to time-sensitive operational requirements. Must be comfortable working in marine, port, terminal, and industrial environments. Ability and willingness to work a flexible schedule, including days, nights, weekends, holidays, and overtime as business needs require. Physical Requirements: Ability to frequently stand, walk, bend, reach, climb, and navigate uneven or potentially unstable surfaces. Ability to climb steep vessel gangways, ladders, and stairs. Ability to lift and carry up to 50 pounds regularly and up to 70 pounds occasionally, with or without reasonable accommodation. Ability to enter and exit vehicles frequently and remain seated while driving for extended periods. Ability to work outdoors and in varying weather conditions, including heat, cold, rain, wind, and humidity. Ability to work safely around vessels, docks, terminals, heavy equipment, moving vehicles, and other industrial operations. Ability to wear required personal protective equipment (PPE). Work Environment and Schedule This position routinely works in office, vehicle, vessel, terminal, dock, and industrial environments. The employee must be comfortable performing job duties in marine and industrial environments and may be required to work outdoors during adverse or changing weather conditions. Because vessel operations occur around the clock, the Operations Assistant must have the flexibility to work variable schedules, including nights, weekends, holidays, overtime, and changes to scheduled hours based on operational requirements. The position may also require extended periods of driving based on vessel, customer, and operational needs. The duties and responsibilities described above are not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position. The employee may be required to perform additional duties as assigned based on business needs. #J-18808-Ljbffr T.-Parker-Host