Brittany Woods
Houston,TX
Summary
Maritime documentation and compliance coordinator with a background in vessel renewals, regulatory reporting, and administrative support. Manages Certificates of Documentation, COFRs, FCC licenses, VRP updates, and related records while coordinating with operations, legal, insurance, and internal teams to keep filings accurate, timely, and audit-ready.
Overview
1
1
Certification
20
20
years of professional experience
Work History
Vessel Documentation Coordinator
Kirby Corporation
Houston, TX
04.2021 - Current
- Manage renewals of vessel documentation and payment of fees for same such as:
- Certificates of Documentation
- Certificates of Financial Responsibility (federal and state)
- FCC Licenses, and
- User fees
- Maintain Vessel Response Plan (both KIM and KOM) and submit a new plan every 5 years to USCG
- Manage State Oil Spill Contingency Plans
- Coordinated with insurance to manage blue cards and CLC certificates for KOM vessels.
- Pull reports from OASIS to ensure CODs, COFRs, FCC licenses, and user fees are renewed and payments are made on time.
- Coordinate with M&R and Operations to manage vessel name change redocumentation process
- Obtain replacement documents when lost
- Initiated documentation process for new vessels, ensuring compliance with all regulatory requirements.
- Manage all documents required on a newbuild vessel such as: Application for Documentation, assignment of official number, Builder's Certificate, COD, VRP, COFRs, Vessel Security Plan, FCC license (as appropriate), and TGLO updates
- Coordinate with M&R and Legal on manage newbuild initial vessel documentation process
- Vessel Acquisitions/Dispositions Documentation
- Coordinate with M&R and Legal on the schedule of acquisitions/dispositions to manage associated vessel redocumentation process
- Order abstracts of title for acquisitions to confirm title and lien status
- Manage filing of any mortgage or other lien releases, recording of bill of sale, application for redocumentation, manage FCC license transfers, update VRP, update TGLO, and update ASP
- Ensured timely delivery of documents to vessels and counterparties.
- Responded to vessel documentation inquiries to provide accurate information.
- Ensure OASIS is up to date for self-service functionality
- Update barge names and other changes in status
- Enter new vessels
- Upload/Enter CODs, FCC licenses, user fee deadlines, TCAN licenses, etc..
- Crossstrain and backup others to ensure OASIS continuity during out of office or other transition periods
- Collaborate with IT on OASIS functionality improvements
- Regularly meet with internal customers to ensure alignment on process
- Collaborate with others on training, administrative issues, troubleshooting, addressing regulatory or other governmental changes, etc.
- Managed vessel documentation for operated but not owned vessels and coordinated with owners.
- Compiled and organized reports on vessel documentation and compliance, enhancing operational transparency and facilitating informed decision-making.
- Annual review of National Response Corporation documentation
- Prepare annual report with vessel disposition proceeds
- Prepare annual report with all vessel fleet changes
- Administrative Other
- Code expenses by department/vessel to ensure proper cost allocation
- Attended TMSA audits to ensure compliance with industry standards.
- Record liens on vessels for unpaid services and releases when paid. Notifying banks, owners, and other lien holders (mainly for MSI)
- Oversaw documentation for fleet, ensuring compliance with regulatory requirements and promoting operational efficiency.
Accounts Payable Analyst
Kirby Corporation
Houston, Tx
09.2018 - 04.2021
- Process disbursements to vendors based on reconciliation of invoices, purchase orders, and receiving documents
- Code invoices to appropriate cost centers
- Coded invoices for traffic, boats, and barges to ensure accurate allocation of expenses
- Reviewed purchase transactions to confirm appropriate coding for accurate financial reporting
- Facilitated vendor communication regarding account inquiries to resolve discrepancies promptly
Accounts Payable Assistant
Kirby Corporation
Houston, TX
01.2017 - 09.2018
- Executed ACH transfers to bank, ensuring timely vendor payments.
- Process ACH runs in Oracle
- Process Check runs in Oracle
- Scan and verify invoices into Readsoft
- Verifying pre-approved invoices
- Organized and prioritized emails in Outlook to ensure timely responses.
- Sorted and distributed incoming mail to departments, facilitating prompt processing.
- Responded to phone inquiries and addressed vendor questions to provide assistance.
- Participated in special projects during downtime, contributing to operational efficiency improvements.
Corporate Administrative Assistant
Inspectorate
Houston, TX
02.2015 - 11.2017
- Coordinated meetings, appointments, and travel arrangements for supervisors and managers to enhance operational efficiency
- Manage travel and expense reports for department team members
- Entered team members' expenses in Concur
- Creating invoices for clients and maintaining their payments
- Compiled consolidated invoices for customers to streamline billing processes.
- Payroll duties for the O&P group
- Developed detailed Excel reports to identify data trends for strategic decision-making
- Made excel spreadsheets with the company's profits and losses
- Welcomed visitors and directed them to the appropriate staff member and determined whom and when they could speak to specific individuals
- Managed sensitive information with strict confidentiality protocols
- Recorded, transcribed, and distributed minutes of meetings
- Organized and initiated conference calls for team collaboration and meetings
- Preparing presentations and PowerPoints
- Working closely with the Vice President of Inspectorate
Billing/CSR
Texas TransEastern
Pasadena, TX
05.2013 - 01.2015
- Creating and processing 200-250 invoices per day
- Creating invoices for clients and processing their payments
- Creating consolidated invoices for certain clients
- Oversaw client collection processes, ensuring timely payments and minimizing overdue accounts.
- Ensured that billing was done correctly per specific client contracts
- Created rebills for clients to correct billing errors.
- Reconcile any client problems or issues
- Managed month-end accruals and reporting.
- Knowledge of each client's contract to enforce great customer service
- Adhered to and enforced company policies to ensure compliance.
- Acted as primary contact for assigned clients, addressing inquiries and resolving issues efficiently.
Cashier/Customer Service Representative
Home Depot Inc.
Pearland, TX
03.2007 - 01.2013
- Checked out customers promptly and accurately, ensuring a positive shopping experience
- Resolved customer complaints effectively to enhance satisfaction
- Process customer returns
- Followed and enforced company policies to maintain operational standards
- Responded to incoming phone calls professionally and efficiently
- Follow up with customer installs
- Organized and maintained files for easy retrieval
Education
MBA - Business Administration in Maritime
Texas A&M University
Galveston, TX05-2028
Associates -
San Jacinto College
Pasadena, TXSkills
- Vessel documentation management
- Maritime compliance
- Regulatory compliance reporting
- Vessel response planning
- Contract administration
- Project coordination
- Microsoft Excel
PROGRAMS:
- Excel
- Microsoft Word
- PowerPoint
- Concur
- TMW
- SAP Business
- ReadSoft
- Oracle
- Process It
- Sharepoint
- Oasis
- Atlas
Certification
- Gulf Spill Response Training 2026
Accomplishments
- Special Recognition Award 2022
Timeline
Vessel Documentation Coordinator
Kirby Corporation
04.2021 - Current
Accounts Payable Analyst
Kirby Corporation
09.2018 - 04.2021
Accounts Payable Assistant
Kirby Corporation
01.2017 - 09.2018
Corporate Administrative Assistant
Inspectorate
02.2015 - 11.2017
Billing/CSR
Texas TransEastern
05.2013 - 01.2015
Cashier/Customer Service Representative
Home Depot Inc.
03.2007 - 01.2013
MBA - Business Administration in Maritime
Texas A&M University
Associates -
San Jacinto College