Key Responsibilities and Required Skills for Harbor Coordinator

🎯 Role Definition

As a Harbor Coordinator, you are the central nervous system of our port operations. You will be the primary point of contact for all vessel movements, acting as the critical link between ship captains, port agents, pilots, and internal departments. Your mission is to orchestrate the seamless flow of traffic, manage berth assignments, and uphold the highest standards of safety, security, and customer service. This dynamic role requires a calm, decisive individual who can thrive in a fast-paced environment, making real-time decisions that directly impact the efficiency and safety of the entire harbor.

📈 Career Progression

Typical Career Path

Entry Point From:

Port Operations Assistant
Marine Dispatcher
Logistics Coordinator
Vessel Agent

Advancement To:

Senior Harbor Coordinator
Assistant Harbormaster
Vessel Traffic Manager
Port Operations Supervisor

Lateral Moves:

Vessel Planner
Marine Safety Officer
Logistics Specialist

Core Responsibilities

Primary Functions

Coordinate and direct all vessel arrivals, departures, and movements within the harbor, ensuring safe transit and efficient traffic flow in a dynamic environment.
Assign and manage vessel berthing and moorage assignments based on vessel size, type, draft, operational needs, and schedule priority.
Serve as the primary point of contact for vessel agents, captains, and port tenants, providing timely and accurate information regarding schedules, logistics, and port services.
Operate and diligently monitor VHF marine radio channels, maintaining clear, concise, and professional communication with all marine traffic and port personnel.
Maintain highly accurate and detailed electronic and written logs of all vessel movements, berth assignments, radio communications, and significant harbor activities.
Process, review, and verify all vessel pre-arrival documentation, including notice of arrival (NOA), crew lists, cargo manifests, and customs declarations.
Ensure and enforce strict compliance with all local, state, and federal maritime regulations, including those set by the US Coast Guard (USCG), CBP, and environmental agencies.
Coordinate with pilots, tugboat operators, and line handlers to facilitate the safe, efficient, and timely docking and undocking of vessels.
Actively monitor harbor conditions, including weather forecasts, tides, and currents, and promptly disseminate relevant safety and operational advisories to all affected parties.
Implement and enforce port security protocols and safety procedures in accordance with the Facility Security Plan (FSP) and other relevant safety management systems.
Act as a first responder for harbor emergencies, such as spills, fires, or security incidents, by initiating established protocols and notifying appropriate authorities.
Generate and process accurate billing information for port services rendered, including dockage, wharfage, utilities, and other ancillary charges.
Liaise effectively with various port departments, including operations, maintenance, and security, to ensure seamless and integrated service delivery to all port clients.
Conduct regular visual inspections of harbor facilities, including docks, piers, fendering systems, and navigational aids, promptly reporting any deficiencies or hazards.
Manage the allocation and scheduling of essential shore-side resources, such as gantry cranes, fresh water hookups, and shore power, to meet vessel requirements.
Provide exceptional customer service to all port users, proactively addressing inquiries, resolving scheduling conflicts, and handling complaints in a professional manner.
Prepare and distribute daily, weekly, and monthly operational reports summarizing harbor activity, vessel turnaround times, and key performance metrics for management review.
Assist in the development, review, and updating of Standard Operating Procedures (SOPs) for all facets of harbor and terminal operations.
Monitor and enforce environmental regulations, ensuring vessels and port users adhere to strict policies regarding waste disposal, ballast water management, and pollution prevention.
Utilize the port's Terminal Operating System (TOS) or other port management software to schedule services, track vessel movements, and maintain operational records.

Secondary Functions

Support the Harbormaster and port management with ad-hoc operational reports and data analysis for strategic planning.
Contribute to the continuous improvement of port operational procedures, safety protocols, and emergency response plans.
Collaborate with maintenance and security departments to coordinate work orders and address facility needs or security requirements with minimal disruption to operations.
Participate actively in regular safety drills, emergency response training exercises, and departmental team meetings.

Required Skills & Competencies

Hard Skills (Technical)

VHF Marine Radio Operation: Proficiency in operating marine radios with a clear understanding of standard communication protocols and etiquette.
Port Management Software: Experience using Terminal Operating Systems (TOS) or similar maritime logistics software for scheduling and tracking.
Regulatory Knowledge: Strong working knowledge of relevant maritime regulations, including USCG, CBP, and MARPOL standards.
MS Office Suite: High proficiency in Microsoft Office (Excel, Word, Outlook) for reporting, communication, and record-keeping.
Maritime Terminology: Deep understanding of nautical and port-related terminology, vessel characteristics, and operational principles.
Logistics & Scheduling: Proven ability to manage complex schedules, allocate resources, and coordinate multi-faceted logistical operations.
Emergency Response: Familiarity with basic emergency response and incident command protocols in a maritime setting.

Soft Skills

Exceptional Communication: Superior verbal and written communication skills, with the ability to convey critical information clearly and concisely under pressure.
Problem-Solving: Strong analytical and critical-thinking skills to quickly assess situations, identify problems, and implement effective solutions.
Multitasking: Ability to manage multiple competing priorities simultaneously in a high-pressure, fast-paced control room environment.
Attention to Detail: Meticulous accuracy in record-keeping, data entry, and communication to prevent errors and ensure safety.
Composure Under Pressure: A calm, professional, and decisive demeanor, especially during periods of high traffic or emergency situations.
Customer Service Focus: A strong commitment to providing excellent service and building positive relationships with port clients and stakeholders.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent (GED).

Preferred Education:

Associate's or Bachelor's degree from an accredited institution.

Relevant Fields of Study:

Maritime Administration / Marine Transportation
Logistics and Supply Chain Management
Business Administration / Management
Homeland Security

Experience Requirements

Typical Experience Range: 2-5 years of progressively responsible experience in a relevant field.

Preferred: Direct experience in a port control center, vessel traffic service (VTS), marina, marine dispatch, or as a vessel agent is highly desirable. Experience with the US Coast Guard or US Navy in an operational role is a significant plus.