Document Control Analyst

Overview

The Document Control Analyst, Vessel, administers the compliance, governance, and execution of vessel documentation programs across Kirby’s inland and offshore fleet. This role ensures adherence to federal and state regulations for 1,200+ vessels and serves as a key technical resource to Legal, Operations, and M&R. This position applies technical expertise and sound judgment to meet regulatory requirements, manage compliance deadlines, and ensure accurate and timely documentation management. Legal interpretation and advice remain with the Legal Department.

Responsibilities

Regulatory Compliance & Program Management

• Maintain compliance for vessel documentation, including CODs, COFRs, FCC licenses, and related filings
• Apply regulatory requirements and ensure timely renewals, submissions, and fee management
• Maintain Vessel Response Plans and State Oil Spill Contingency Plans, including required filings
• Identify compliance gaps impacting vessel operations and escalate as needed

New Vessel Documentation

• Manage documentation requirements for newbuild vessels and lifecycle events (renaming, re-documentation, status changes)
• Coordinate with Legal, M&R, and Operations to ensure regulatory readiness and timely document delivery

Acquisitions & Dispositions Compliance

• Prepare documentation for vessel acquisitions and dispositions, including title review and regulatory filings
• Review abstracts of title for ownership and lien status and escalate issues to Legal
• Coordinate execution of bills of sale, lien releases, FCC transfers, and required regulatory updates
• Manage titling of state registered crewboats

Data, Systems & Reporting

• Serve as SME for OASIS and ensure data integrity for vessel documentation
• Analyze reporting to identify gaps, trends, and risks
• Partner with IT to enhance workflows, automation, and reporting
• Maintain audit-ready documentation and processes

Stakeholder Support & Cross-Functional Collaboration

• Provide technical guidance to internal stakeholders on documentation requirements and regulatory changes, and escalate legal questions to Legal
• Respond to technical inquiries and coordinate with regulators and external parties
• Support training, process standardization, and continuous improvement initiatives

Reporting & Administrative Support

• Prepare annual reports on fleet changes and vessel dispositions
• Prepare reports for insurance renewals
• Support audits (e.g., TMSA) and regulatory reviews
• Process documentation-related expense allocation and maintain compliance with internal controls

Qualifications

• Strong analytical and compliance-focused mindset
• Ability to apply regulations and agency requirements accurately and exercise sound judgment
• Excellent communication and organizational skills
• High attention to detail with strong prioritization skills
• Advanced proficiency in OASIS, Microsoft Office, and document management systems

Education:

• Bachelor’s degree in Business Administration, Information Management, or related field preferred. High school diploma or equivalent required; additional experience, as outlined below, may be considered in lieu of a degree.

Experience:

• 4+ years of maritime, compliance, or regulatory experience required with a bachelor’s degree; 5+ years required with a high school diploma or equivalent
• Paralegal or legal support experience, preferred
• Experience working with regulatory agencies (e.g., USCG) preferred
• Notary Public preferred

Special Requirements:

Physical Activities & Requirements: Standard Office Criteria

Working Conditions: Standard Office Criteria