Catalogue Data Coordinator - Temporary 3 months role

ROLE PURPOSE

The Catalogue Data Coordinator is the main focal point for catalogue requests and consumables data across the North Star fleet. The role is responsible for ensuring that items created or amended in ShipSure are complete, accurate, consistent and supported by the correct technical information. Working closely with vessel personnel and internal stakeholders, the postholder will review requests, challenge incomplete submissions, clarify requirements and maintain reliable catalogue records. The role will also provide procurement and expediting support where required to help maintain the timely flow of materials, goods and information.

KEY RESPONSIBILITES

Catalogue Requests and Data Management

• Act as the main point of contact for catalogue creation and amendment requests across the North Star fleet.

• Review every catalogue request for completeness, accuracy, duplication and compliance with the approved

catalogue process before an item is created or updated.

• Return incomplete or incorrect requests to the originator, clearly explain what information is missing and guide

stakeholders on the correct submission requirements.

• Create and maintain consumables, spare parts and associated technical data within ShipSure using consistent

descriptions, units of measure, manufacturers, part numbers and supporting information.

• Check the existing catalogue before creating new entries to reduce duplicate items and improve data quality.

• Maintain clear records of catalogue requests, decisions, outstanding information and completed updates to

support traceability and audit readiness.

• Prioritise urgent operational requests appropriately while maintaining data-control standards.

Technical Data Validation

• Review operation and maintenance manuals to identify component spare parts and validate information before

upload into ShipSure.

• Confirm technical details with vessel personnel, suppliers or internal subject-matter contacts where information

is unclear or inconsistent.

• Compare supporting documents against requested catalogue data and resolve discrepancies before approval

or upload.

• Support the improvement, cleansing and standardisation of catalogue data where gaps or inconsistencies are

identified.

Vessel and Stakeholder Coordination

• Work daily with vessel personnel to collect, clarify and confirm consumables and spare-parts information.

• Communicate catalogue status, outstanding actions and required corrections clearly to requestors and relevant

stakeholders.

• Collaborate with Procurement, Warehousing, Operations and other internal teams to ensure catalogue

information supports purchasing and operational requirements.

• Recommend and help implement practical improvements to catalogue request forms, guidance, controls and

ways of working.

Procurement and Expediting Support

• Track purchase orders and goods from order placement through to delivery, following up where required to

support timely arrival.

• Contact suppliers to confirm delivery schedules and escalate delays, shortages, quality concerns or data

discrepancies.

• Communicate supply updates and potential operational impacts to relevant internal stakeholders.

• Maintain accurate order progress records and support routine reporting and ad hoc procurement tasks when required.

KEY DELIVERABLES

• Catalogue requests are processed accurately, consistently and in accordance with the approved process.

• ShipSure catalogue records contain complete, validated and usable information.

• Duplicate, incomplete and incorrectly described items are identified and prevented wherever possible.

• Outstanding catalogue queries are actively followed up and stakeholders receive clear status updates.

• Catalogue records and supporting evidence remain traceable and audit-ready.

• Opportunities to improve data quality and ways of working are identified and progressed.

SKILLS AND EXPERIENCE

Essential

• Strong attention to detail and a disciplined approach to data accuracy and process control.

• Ability to review requests critically, identify missing information and challenge submissions constructively.

• Excellent written and verbal communication skills, with confidence working directly with vessel crews, suppliers

and internal teams.

• Strong organisational skills and the ability to manage multiple requests, priorities and follow-up actions.

• Ability to interpret technical manuals, parts information and supporting documentation.

• Good general systems and data-entry capability, with experience of maintaining structured records.

• Proactive problem-solving skills and the confidence to recommend improvements.

Desirable

• Experience using maintenance, ERP or supply chain management system.

• Experience in catalogue management, technical data, procurement, logistics, expediting or maritime

operations.

• Understanding of vessel consumables, component spare parts, manufacturer information and part numbering.

• Experience working in a controlled or audit-focused data environment.

BEHAVIOURAL EXPECTATIONS

• Accurate and consistent: maintains high data standards and follows agreed controls.

• Confident and constructive: challenges incomplete requests professionally and helps colleagues get them right.

• Collaborative: builds effective working relationships across vessels, offices, warehouses and suppliers.

• Proactive: follows issues through to completion rather than allowing requests to stall.

• Improvement focused: looks for practical ways to make catalogue management clearer, quicker and more

reliable.