ERP Specialist

Position Purpose

·         The IRP Specialist is responsible for ensuring the effective implementation, configuration, and ongoing support of the company’s IRP/PMS system across fleet and shore operations. The role ensures that the system is fully aligned with company processes, maintenance standards, and operational requirements, while supporting users and driving proper system adoption.

Position Summary

The IRP Specialist is responsible for the end-to-end administration and functional effectiveness of the company’s IRP/PMS system. The role ensures that the system is not only technically operational, but also fully aligned with the company’s safety management system and interdepartmental workflows across.

The position acts as the key link between operations and the system, translating technical management requirements, maintenance standards, and company procedures into a structured, usable, and standardized digital environment.

A strong focus is placed on:

·         System usability and adoption by onboard and shore personnel

·         Accuracy and consistency of PMS, DD, HSQE, SMS, Procurement, inventory control, personnel management records on board and ashore.

·         Alignment between system workflows and real operational practices and industry standards

·         Consistency with manufacturer’s instructions and guidelines

·         Continuous improvement of processes through system optimization

The IRP Specialist supports vessels and office teams on a daily basis, ensuring that users are confident, properly trained, and able to use the system effectively to manage maintenance, compliance, and reporting requirements.

Core Job Functions

1. System Administration & User Support    

2. Training & Familiarization

·   Plan and deliver training sessions for:

o    New joiners (seagoing and shore personnel)

o    Existing users requiring refresher or advanced training

·         Provide role-based training tailored to ranks and responsibilities onboard

·         Develop and maintain training materials, guides, and reference documentation

3. System Configuration & Workflow Management

·         Configure the IRP system to reflect company procedures and operational workflows

·         Maintain:

o    User roles and access rights

o    Task ownership and responsibilities

o    Approval and reporting workflows

4. Database Management & Data Analysis

·         Maintain and continuously update IRP/PMS databases ensuring accuracy, completeness, and standardization

·         Perform cross-vessel data comparison and validation to identify inconsistencies and drive alignment across the fleet

o    New vessel integrations

o    Changes in equipment, maintenance requirements, or company standards

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5. Reliability Maintenance Management

·         Maintain planned maintenance structures within the system

6. Data Quality, Compliance & Audits

·         Monitor and improve data quality and completeness across the fleet

·         Ensure maintenance records reflect actual execution and compliance status

·         Support internal and external audits by ensuring system data is reliable and traceable

Identify discrepancies and drive corrective actions

7. Continuous Improvement & Digitalization

·         Identify opportunities to improve system use and efficiency

·         Propose enhancements to workflows, PMS structure, and reporting tools

·         Participating in system upgrades, testing, and new module implementation

·         Support company digitalization initiatives related to maintenance and operat

Core Competencies

·         Bachelor’s degree in Marine Engineering, Naval Architecture, Mechanical Engineering, Information Technology, Computer Science, Business Information Systems, or other relevant discipline

or

·         Seagoing engineering background will be considered a strong asset, especially experience as Second Engineer, Third Engineer, or equivalent technical vessel role

·         Previous experience in shipping technical operations, planned maintenance, procurement, dry-docking, vessel performance, compliance, or fleet management will be considered highly advantageous

·         Strong IT background or proven experience with ERP, PMS, CMMS, procurement, maintenance, or fleet management systems is highly desirable

·         Previous involvement in ERP implementation, system migration, digital transformation, process mapping, or business analysis projects will be considered an advantage

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