Port Alpha Operations Specialist

Program Coordination

• Coordinate activities across the Port Alpha development team and external consultants.

• Track and report progress across key project workstreams including engineering, operations planning, infrastructure development, and vendor engagements.

• Maintain clear visibility into project priorities, milestones, and dependencies.

 

Action & Issue Tracking

• Maintain centralized tracking of key issues, decisions, and action items.

• Follow up with responsible parties to ensure progress and closure.

• Escalate risks or delays that may impact schedule or program objectives.

 

Meeting & Decision Support

• Support preparation and coordination of internal program meetings, workshops, and reviews.

• Document decisions, action items, and key discussion points.

• Ensure follow-up actions are clearly communicated and tracked.

 

Vendor & Partner Coordination

• Help coordinate communication with engineering consultants, equipment vendors, and other external partners.

• Track deliverables, inputs, and required responses from external parties.

• Ensure information flows effectively between vendors and internal teams.

 

Status Reporting

• Compile regular program status updates.

• Consolidate inputs from multiple workstreams into clear summary updates.

• Support preparation of materials for leadership reviews and executive meetings.

 

Information Management

• Maintain organized program documentation and shared resources.

• Ensure key project documents, deliverables, and references are easily accessible to the team.

• Support structured knowledge capture as the project evolves.

 

Special Projects

• Support execution of special projects assigned by Port Alpha leadership that are critical to program development and operational readiness.

• Conduct research, analysis, and coordination activities to advance strategic initiatives, vendor engagements, and operational planning efforts.

• Assist with development of presentations, briefing materials, and internal reports used to support decision-making.

• Coordinate cross-functional efforts for short-term initiatives that fall outside normal project workstreams.

• Help drive progress on high-priority tasks that require rapid coordination across teams or external partners.

 

What Success Looks Like

• Program leadership has clear visibility into issues, decisions, and next actions.

• Key tasks and deliverables are tracked and completed on schedule.

• Cross-functional communication between teams and vendors is efficient and organized.

• Meetings are well-structured and result in clear decisions and follow-through.

• Special projects are executed efficiently and contribute to advancing program priorities.

• The Port Alpha team operates with improved coordination as the program grows.

Required

• Bachelor’s degree in business, engineering, project management, or related field.

• 3+ years of experience supporting complex projects or operations teams.

• Strong organizational and coordination skills.

• Ability to track multiple workstreams and priorities simultaneously.

• Excellent written and verbal communication skills.

 

Preferred

• Experience supporting engineering, construction, manufacturing, or infrastructure projects.

• Experience in the maritime industry working in shipyards or onboard vessels.

• Familiarity with project management tools (Smartsheet, Jira, Asana, or similar).

• Experience coordinating cross-functional teams or vendor engagements.

• Experience preparing leadership-level status updates or program summaries.