. Job Purpose

To coordinate and manage day-to-day shipping agency operations, ensuring smooth vessel port calls, timely completion of port formalities, effective communication with vessels, port authorities, clients and service providers, and compliance with applicable maritime and regulatory requirements.

2. Key Responsibilities

A. Vessel Operations & Port Agency

• Coordinate vessel arrivals, departures and port calls.

• Liaise with vessel owners, operators, charterers, masters and port agents.

• Arrange berthing, anchorage, pilotage, tug assistance and other marine services.

• Coordinate vessel clearance, port entry permits and departure formalities.

• Monitor vessel movements and provide timely operational updates to clients.

• Ensure all port call activities are completed within the required timelines.

B. Port & Government Coordination

• Coordinate with port authorities, customs, immigration, coast guard and other relevant authorities.

• Arrange necessary permits, approvals and documentation for vessel operations.

• Follow up on port clearance, crew sign-on/sign-off and other regulatory formalities.

• Ensure compliance with local port regulations and maritime procedures.

C. Husbandry & Crew Services

• Coordinate crew changes, transportation, accommodation and medical arrangements.

• Arrange launch boats, provisions, fresh water, bunkers and other vessel requirements.

• Coordinate ship chandling and other husbandry services.

• Support emergency crew and vessel requirements whenever necessary.

D. Cargo & STS Operations

• Coordinate cargo-related activities for vessels, where applicable.

• Liaise with cargo surveyors, stevedores, terminals and other service providers.

• Support Ship-to-Ship (STS) operations, including vessel coordination, anchorage arrangements and operational follow-ups.

• Monitor operational progress and report delays or issues to management.

E. Documentation & Reporting

• Prepare and maintain vessel port call files and operational documentation.

• Maintain daily vessel movement reports and port call updates.

• Prepare Statement of Facts (SOF), port call reports and related operational records.

• Coordinate proforma and final disbursement account (DA) documentation with the Accounts Department.

• Ensure timely submission of invoices, supporting documents and service reports.

F. Client & Stakeholder Coordination

• Maintain effective communication with clients, shipowners, charterers and vessel representatives.

• Respond promptly to operational enquiries and service requests.

• Coordinate with internal departments to ensure seamless service delivery.

• Escalate operational delays, incidents and customer complaints to management.

Desired Candidate Profile

1 year experience in the shipping agency field,