Position Summary
Responsible for managing and maintaining the company's comprehensive technical library and documentation center, overseeing the centralized repository of technical manuals, drawings, and specifications for the entire fleet of 70+ vessels, while managing and further developing the technical office operational procedures and ensuring standardization of working procedures across the fleet and shoreside technical operations.
Key Responsibilities:
Technical Documentation Management
1. Establish and maintain a comprehensive physical and digital technical library system.
2. Organize, catalog, and ensure easy accessibility of all technical documentation.
3. Implement and maintain document control procedures and version management.
4. Coordinate regular audits of library contents for accuracy and completeness.
5. Support technical department with documentation retrieval and research.
6. Manage relationships with classification societies, vendors, and technical service providers.
Fleet Documentation Management
7. Establish and maintain the centralized repository for all vessel-specific documentation including: Technical manuals (operation, maintenance, safety). Technical drawings (as-built, modifications, schematics). Spare parts catalogs and specifications.
8. Ensure timely updates of documentation following vessel modifications or regulatory changes.
9. Coordinate with Ship Managers, Vessel Superintendents, Chief Engineers, and Staff Captains for documentation requirements.
10. Coordinate technical correspondence and information flow between vessels and shore.
Compliance and Regulatory Management
11. Ensure all technical documentation meets flag state, port state, and classification society requirements.
12. Maintain vessel certificates matrix and expiry tracking system.
13. Support audit preparations (internal, external, class, flag state).
14. Monitor regulatory changes affecting documentation requirements.
Procedures and Standardization
15. Develop, maintain, and improve technical office and working procedures.
16. Ensure compliance with company management system requirements.
17. Implement best practices for document management and technical processes.
18. Develop and conduct training on documentation systems and procedures for relevant personnel.
Information Systems & Digital Transformation
19. Oversee transition to digital documentation systems where applicable.
20. Manage technical database and document management software.
21. Ensure data backup and recovery procedures are in place.
22. Coordinate with the IT department for system improvements and integrations.
Quality Assurance and Performance Metrics
23. Establish KPIs for documentation accuracy, completeness, and accessibility.
24. Implement quality control checks for critical documentation.
25. Monitor compliance rates for documentation procedures.
Qualifications:
Education
26. Bachelor's degree in Maritime Studies, Information Management, Engineering, or a related field.
Requirements
27. Knowledge of ISM, ISPS, MLC, and MARPOL documentation requirements.
28. Understanding of classification society rules (DNV, ABS, LR, etc.).
29. Familiarity with planned maintenance systems (AMOS).
Experience
30. 5+ years of experience in technical documentation management, preferably in the maritime industry.
31. Professional certification in document/information management (preferred).
32. Sea-going experience as an engineer or deck officer.
33. Experience with specific document management systems.
Technical Skills
34. Strong understanding of ship technical systems and documentation requirements.
35. Proficiency in document management systems and MS Office suite.
36. Excellent organizational and attention to detail skills.
37. Strong communication skills for interaction with technical teams and vessel crews.
Agency and Third-Party Submissions: Please note this is a direct search by the Company, and applications through agencies and other third parties will not be accepted, nor will fees be paid for unsolicited resumes. Any unsolicited resumes will be considered the Company's property.