Maritime Operations Coordinator

About the role

Subworks Panama is looking for a proactive Maritime Operations Coordinator to manage service requests, vessel schedules and operational resources across a range of maritime activities. The role requires strong maritime knowledge, bilingual communication in English and Spanish, and the ability to handle time‑sensitive operations in a fast‑paced environment.

Key responsibilities

• Receive, review and coordinate service requests from vessels, owners, operators and maritime agencies.
• Plan and monitor daily vessel operations, service schedules and resource availability.
• Arrange sludge, slops, bilge‑water and oily‑water collection, as well as fresh‑water deliveries by barge.
• Coordinate transportation of spares, stores, equipment and supplies, including diving, inspection and repair‑support services.
• Assign and follow up with company vessels, captains, crews, drivers, suppliers and operational personnel.
• Maintain accurate client, vessel, service and operational records in the CRM system.
• Prepare quotations, service orders, operational updates, completion reports and supporting documentation.
• Monitor each service from confirmation through completion, verifying quantities, schedules and client acknowledgements.
• Communicate professionally with vessels and international clients in English and Spanish.
• Report delays, changes, safety concerns or incidents promptly and support emergency or after‑hours operations.

Required profile

• Previous experience in maritime operations, ship agency, port services, vessel coordination or logistics.
• Working knowledge of ship agency procedures and vessel requirements.
• Professional proficiency in written and spoken English and Spanish.
• Strong organizational, communication and problem‑solving abilities.
• Ability to coordinate multiple operations simultaneously and adapt to last‑minute changes.

Required skills

• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• CRM systems
• ERP systems
• Dispatch systems
• Operations management systems