Operations Support - Maritime Intelligence & Crisis Support

About Pole Star

As the leader in maritime intelligence, Pole Star empowers better decision-making and protects clients’ business interests, assets, seafarers, vessels, cargo, infrastructure, investments, profitability, and reputation - through provision of high-performance, cyber-secure solutions underpinned by immense service and constant technological innovation. We have offices in London, USA, Singapore, Hong Kong and Panama, alongside presence in Australia. Teams are made up of over 19 nationalities, speaking 25 different languages.

The Opportunity

As Operations Support, you’ll work from modern and open plan offices as part of the operations room team. The primary function of this role is to provide day-to-day operational and administrative support, helping ensure that information, records, monitoring activity and operational processes are maintained accurately and efficiently. You will work closely with Operations Officers and the Risk Intelligence Operations Manager, supporting the team with data entry, administration, monitoring and routine operational tasks.

This is a full-time, on-site role suited to someone who is highly organised, detail- oriented, comfortable working with systems and processes, and keen to develop their experience within a maritime operations environment.

Responsibilities:

• Administer clear processes in line with standard operating procedures
• Maintain accurate operational records, databases and documentation
• Complete data entry and ensure operational information is captured correctly and kept up to date
• Monitor shared inboxes and operational communications, ensuring information is logged and passed to the appropriate team member
• Support Operations Officers with day-to-day operational administration and routine tasks
• Monitor vessels and routes for safety and compliance, escalating reporting issues in line with established procedures
• Prepare and maintain routine operational reports and documentation in accordance with SOPs
• Support additional due diligence and information gathering for vessels operating in High Risk Areas
• Assist with the preparation and release of maritime security information and alerts in line with established procedures
• Follow appropriate escalation procedures when issues or exceptions are identified
• Provide administrative and operational support to clients and internal teams as required
• Assist with operational record keeping, audit trails and ensuring all required administration is completed accurately
• Support the Risk Intelligence Operations Manager with operational administration and Health and Safety records where required
• Provide basic administrative support relating to operational systems and equipment as required
• Carry out additional tasks assigned by the line manager and contribute to maintaining consistent operational standards

Required Skills

• Previous experience in an administration, data entry, logistics, customer service or similar role, or a strong interest in developing a career in operations
• Relevant degree or qualification is desirable, but equivalent practical experience will be considered
• Proficiency in Microsoft applications and confidence working with computer-based systems
• Strong attention to detail and excellent record-keeping skills
• Good written and verbal communication skills
• Strong organisational skills with the ability to prioritise tasks and manage time effectively
• Ability to follow defined processes and procedures accurately and consistently
• Good knowledge retention and the ability to learn new systems, processes and operational requirements
• Strong multitasking abilities and the ability to remain organised in a fast-paced operational environment
• A proactive approach, with a willingness to learn and take responsibility for assigned tasks
• Openness to receiving constructive coaching and advice, displaying a strong desire to continuously learn and grow
• Ability to work effectively as part of an operations team and communicate clearly with colleagues and management

Additional Skills: (nice to have)

• Additional Languages (arabic/french/spanish etc)
• Maritime experience
• Military background
• Crisis management/avoidance training/experience.

Employee Benefits

• Hybrid/Flexible working

• Private healthcare. Dental, Optical
• Salary sacrifice schemes
• Gym and wellness programs
• Childcare vouchers
• Buy/Sell holidays
• Cycle to work scheme
• Medicash health cash plan
• Home and tech scheme
• Life insurance, company funded to 3x salary
• Employee assistance program
• 25 days annual leave*
• 5 wellbeing days
• Volunteering leave (2 days annually)
• Up to a 5% matching pension
• Unlimited learning and development opportunities
• Refer-a-friend recruitment bonus