PMS Manager

Role Overview

The successful candidate will manage the administration, governance, configuration and ongoing development of the company’s fleet management platform and Planned Maintenance System (PMS).

This position will act as the principal business representative for the platform, ensuring that it remains secure, dependable and aligned with vessel and shore-based operational needs. The role covers PMS data management, system access, workflow configuration, software integrations, user support, training, reporting and coordination with internal technology teams and external service providers.

Key Responsibilities

System Ownership and Governance

• Serve as the primary business owner and functional specialist for the fleet management platform.
• Establish and maintain system policies, operating procedures and user instructions.
• Ensure system settings, workflows and permissions are configured according to operational requirements.
• Identify opportunities to improve system functionality, efficiency and the overall user experience.
• Evaluate, prioritise and coordinate system modification and enhancement requests.

Planned Maintenance System Management

• Administer the PMS module, including fleet-wide equipment registers, maintenance task libraries, routines and associated master data.
• Create, review and revise maintenance schedules based on equipment changes, manufacturers’ recommendations, regulatory updates, classification requirements, audit observations, incident findings and operational experience.
• Ensure maintenance information and historical records remain accurate, consistent and current throughout the fleet.
• Support system and database activities associated with vessel takeovers, new vessel entries, transfers and disposals.
• Monitor maintenance tasks, defects and overdue items to maintain data quality and operational compliance.

User Access and Data Management

• Administer user accounts, system roles, permission levels and access rights.
• Perform regular access reviews and maintain appropriate documentation for audit and compliance purposes.
• Safeguard the accuracy, consistency and integrity of fleet management master data.
• Implement and maintain appropriate data-governance controls and standards.

System Integration and Technical Support

• Oversee interfaces between the fleet management platform and other business applications.
• Coordinate software upgrades, user acceptance testing, system implementation and issue resolution.
• Work with internal technology teams and external vendors to investigate and resolve system-related matters.
• Monitor platform performance and support measures to minimise disruption to vessel and shore operations.
• Maintain proper records of system incidents, resolutions and configuration changes.

Training and Stakeholder Engagement

• Prepare operating manuals, reference materials and user guides.
• Conduct system training for shore-based employees and shipboard personnel.
• Provide functional support and troubleshooting for PMS and other fleet management functions.
• Act as the main link between end users, internal technology teams and the software provider.
• Support system rollouts, process changes and user-adoption initiatives.
• Gather feedback from operational users and translate business requirements into practical system improvements.

Reporting and Data Analysis

• Develop and maintain operational dashboards and management reports.
• Analyse maintenance trends, system data and performance indicators.
• Support reporting on vessel reliability, maintenance compliance and equipment performance.
• Provide meaningful data insights to support operational planning and management decisions.
• Identify recurring system or maintenance issues and assist with root-cause analysis.

Job Requirements

• Diploma, Certificate of Competency or degree in Marine Engineering, Nautical Studies, Mechanical Engineering, Electrical or Electronic Engineering, Information Systems, or a related discipline.
• More than five years of relevant experience administering fleet management platforms and Planned Maintenance Systems.
• Previous seagoing experience as a marine engineer or in a comparable technical capacity would be advantageous.
• Sound understanding of the ISM Code, classification society and flag-state requirements, statutory maintenance obligations, vessel documentation and audit preparation.
• Good working knowledge of shipboard machinery, safety-critical equipment, maintenance programmes and vessel technical operations.
• Strong understanding of PMS principles, including equipment hierarchies, maintenance job planning, calendar- and running-hour-based schedules, defect monitoring and maintenance history.
• Experience managing master data, platform configurations, user permissions, workflows, reports and system integrations.
• Ability to interpret operational data, identify root causes and prepare dashboards and management reports.
• Proficiency in Microsoft Office or Microsoft 365.
• Familiarity with databases, business intelligence tools, reporting platforms or other enterprise systems would be beneficial.
• Strong analytical, organisational and stakeholder-management abilities.
• Able to communicate effectively with both vessel personnel and shore-based teams.