Specialist, Operations @ American Bureau of Shipping Career Site

We set out more than 160 years ago to promote the security of life and property at sea and preserve the natural environment. Today, we remain true to our mission and continue to support organizations facing a rapidly evolving seascape of challenging regulations and new technologies. Through it all, we are anchored by a vision and mission that help our clients find clarity in uncertain times.

ABS is a global leader in marine and offshore classification and other innovative safety, quality, and environmental services. We’re at the forefront of supporting the global energy transition at sea, the application of remote and autonomous marine systems, cutting-edge technical solutions, and many more exciting advancements. Our commitment to safety, reliability, and efficiency is ever-present, guiding our clients to safer and more efficient operations.

About Our Benefits

ABS Group proudly offers a variety of industry-leading benefits designed to enhance the life and well-being of our employees and their families. These benefits include, but are not limited to, medical insurance (PPO and HD), dental and vision insurance, Health Savings account (HSA), Flexible Savings Account (FSA), life insurance, accidental death and dismemberment insurance, disability leave programs, parental leave program, paid holidays, and paid vacation time. The Company provides an Employee Assistance Plan (EAP) that offers additional support in personal wellness, including work-life services. ABS Group also offers a 401K plan with a generous company match, subject to plan requirements.

Equal Opportunity

The ABS Group of Companies is committed to the equal employment opportunity of its employees and prohibits discrimination against any employee or qualified applicant based on race, color, creed, religion, national origin, sex, gender identity, age, disability, marital status, sexual orientation, citizenship status or veteran status, or other non-work-related characteristics that may be protected under the law of the Federal Government or specific state employment laws.

Notice

ABS and Affiliated Companies (ABS) will not pay a fee to any third-party agency without a valid ABS Master Service Agreement (MSA) authorized and signed by Human Resources. Any resume, CV, application, or other forms of candidate submission provided to any employee of ABS without a valid MSA on file will be considered property of ABS, and no fee will be paid.

Other

This job description is not intended, and should not be construed, to be an all-inclusive list of responsibilities, skills, efforts or working conditions associated with the job of the incumbent. It is intended to be an accurate reflection of the principal job elements essential for making a fair decision regarding the pay structure of the job. #ogjs

The Operations Specialist performs a wide variety of analytical, operational, and administrative duties in support of the business unit. The Operations Specialist assures integrated and coordinated short-term, mid-term, and long-range planning for assigned projects and tasks, including preparation of materials, scheduling, support of interdepartmental projects and interactions, resource coordination, and follow-up with project teams and clients to ensure assigned work is completed on schedule, within budget and scope, and to the client’s satisfaction.

This role supports project managers and operations teams through preparation and maintenance of contractual and project documentation, project setup and closeout, purchase order processing, and assistance with invoicing and billing follow-up. The Operations Specialist collaborates with clients and internal teams, including Legal, anticipates stakeholder needs, implements process improvements, and mentors entry-level operations support team members.

What You Will Do

• Provides analytical, operational, and administrative support to the business unit, coordinating short-, mid-, and long-term planning, scheduling, materials, and cross-functional resource needs.
• Supports project managers and operations teams throughout the project lifecycle; completes assigned tasks within schedule, budget, and scope; follows up with teams and clients to ensure satisfaction; and escalates potential deviations, problems, and recommended corrective actions.
• Prepares, reviews for accuracy and completeness, routes, and maintains contractual and project documents, including statements of work, nondisclosure agreements, master service agreements, subcontractor agreements, and closeout records.
• Coordinates contractual reviews and approvals with clients and Legal; maintains supporting tax forms, insurance certificates, signatory approvals, and contractor/subcontractor records; and tracks renewals.
• Assists with proposals and quotes, processes purchase orders, and coordinates project setup and closure documentation and activities.
• Supports invoice generation, verification, and billing follow-up, working with internal teams and clients to resolve documentation and processing issues.
• Applies business knowledge to identify and implement operational improvements, standardize processes, templates, and workflows, and promote adoption of changes across teams and projects.
• Builds relationships with internal customers, external clients, and key stakeholders; anticipates and clarifies needs through active listening and probing questions; and collaborates across teams to deliver appropriate solutions, strengthen efficiency, and maintain project alignment.
• Mentors and coaches entry-level operations support staff, sharing knowledge and developing operational skills and effective relationships with internal and external stakeholders.

What You Will Need

Education and Experience

• 6+ years of relevant experience
• Must have a bachelor's degree or equivalent experience.

Knowledge, Skills, and Abilities

• Strong analytical, operational, and administrative support skills, including integrated short-, mid-, and long-range planning, scheduling, resource coordination, and delivery of assigned tasks on time, within budget and scope, and to client satisfaction; identifies problems and recommends corrective action.
• Experience supporting contracts, SOWs, NDAs, MSAs, subcontractor agreements, proposals, quotes, and project setup/closeout; maintains complete, accurate, current, accessible records and coordinates reviews, supporting documentation, and approvals with clients, Legal, and internal teams.
• Experience supporting purchase orders and billing workflows, including invoice generation, verification, processing, follow-up, and revenue/billing support.
• Ability to learn tools, processes, and systems; acquire, retain, understand, apply, and transfer knowledge; and mentor entry-level staff in operational support and customer relationship development.
• Active listening skills to understand internal and external client needs, assess context and information qualitatively and quantitatively, ask probing questions, retain information, and respond with solutions; collaborates across functions and management levels to support resource planning and improve project execution.
• Business understanding to identify and implement operational improvements; accepts change, recommends enhancements to meet client needs, and drives adoption among colleagues and on assigned projects.
• Understands key performance indicators and their business significance and takes action to drive departmental results.
• Builds on established rapport with internal customers and stakeholders to improve efficiency and collaboration, anticipate needs, and act proactively.
• Understands responsibilities and departmental goals; holds self and team members accountable for commitments and high standards; takes responsibility for actions, behaviors, decisions, and results; and uses root cause analysis to improve performance.
• Dependable and consistent, with availability outside normal work hours and ability to backfill for coworkers when needed.
• Independent, objective, open-minded thinking, strong attention to detail, and sound judgment.
• Proficient time management and effective multitasking.
• Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.

Reporting Relationships

Reports to a manager, director, or executive level position.

Working Conditions

Work will normally be performed in an office environment and/or require visits to client sites, which may include manufacturing plants, remote field sites or structures. Client site work will be of a non-manual nature but may require physical activity including walking and climbing.