You Belong Here…Wherever in the World you find yourself.
We celebrate our wins as one team of many great people!
With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 250+ offices to help our partners connect to a smoother, smarter ocean.
We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:
Global Perspective – we connect the world and see the bigger picture.
The Power of People – we rely on the strength of local agent knowledge and relationships.
Progress – we adopt new thinking and push for positive change in our industry.
We know what matters. We never stand still. We always reach for more.
#WeAreInchcape
Business Need / Purpose of Role:
The Operations Representative (Boarding Agent) reporting to Operations Manager is responsible for providing logistics service to our Principals to ensure the safe and smooth turnaround of all appointed vessels within the jurisdiction of the port office, managing vessel requirements, procurement of relevant vendor services, and undertaking vessel boarding as required. The Operations Representative performs office and non-manual work assisting Inchcape in the running and servicing Inchcape’s 24-hours-a-day, 7-days-a-week on-call services commitments to its Principals.
Objectives & Measurement – Key Responsibilities
Customer Service & Operations
- Responsible for determining berth availability, local port conditions prevailing at the time of estimated arrival of vessels, and particular terminal orders and requirements, for communicating these issues to ship captains and other representatives of the Principals, and for assisting ship captains with advice on how the vessels and Principals can meet those varying conditions and satisfy varying requirements.
- Responsible for providing ships captains and Principals pre-arrival lists of what is needed or required for port entry depending on the individualized circumstances of each port and prevailing conditions, for reviewing the Principal’s responses concerning the particular required items and for deciding whether the ships’ qualifications and conditions match up to the particular requirements, for communicating to terminals whether the ships meet requirements, or for advising ships captains or Principals on potential options or actions which could be taken to meet requirements.
- Responsible for contacting local river pilots or bar pilots associations to obtain pilots for assigned vessels and for gathering information relating to pilots’ activities to assist Principals with monitoring services provided.
- Responsible for assisting with ships’ crew lodgings, travel and transportation, and activities while in port as requested by the Principals, for receiving reports of any crew change issues, for reporting to the Principals any delays or unexpected circumstances which might call for varying crew lodging or transportation arrangements, for developing and evaluating potential solutions for crew lodging or transportation arrangements in response to changing circumstances or delays, for making and delivering recommendations on alternative accommodations to the ships captains and other Principals’ representatives, and for implementing any decisions by the Principals based on the range of options and recommendations.
- Responsible for assisting Principals with obtaining the various services needed by vessels while in port, such as medical services or food deliveries for crew, by contacting vendors and arranging for service deliveries, and for reporting back to the ships captains and other Principals representatives concerning provision of vendor services.
- Responsible for ship boarding duties upon arrival and at departure of assigned vessels including meeting with captains to assist with communicating with government officials (such as Customs and INS) concerning both crew and cargo, for collecting all legally required documentation, such as cargo manifests and bills of lading, and for gathering information on the times of service of tugs and bar pilots / river pilots, and the particular details concerning loading and unloading processes.
- Responsible for assisting Principals with monitoring and servicing the Principals’ business operations by gathering details concerning the entry and loading or unloading process for each vessel and for drafting the Statement of Facts (SoF) for each port call, and responsible for obtaining and providing to the Principals the respective SoFs for the port call prepared by ships captains and terminals.
- Responsible for assisting Principals with monitoring and servicing the Principals’ business operations by preparing and ensuring the accuracy of pre-arrival documentation and visitor/vendor list for vessels and terminals, for coordinating sailing arrangements, for updating arrival details and for sending arrival messages, for gathering information and ensuring the accuracy updated daily cargo details, for communicating daily updates to Principals (cargo & husbandry), for gathering and updating departure details and for sending departure messages and documents.
- Responsible for continually seeking new methods to reduce operational costs and find efficiencies for the port office.
External Providers
- Responsible for maintaining relationships with and liaising with clients, vendors, terminals, government officials, and port services on a daily basis and attend regular meetings with ports, terminals and others.
- Responsible for ensuring all shipping documentation is issued on time and accurately.
- Responsible for suggesting improvements to existing processes to enhance service delivery.
Operating System and Data Integrity
- Responsible for utilization of POPDA (the Company’s Operating System) as per company operating procedures.
- Responsible for performing accurate and timely updates of systems in order to have fresh data and present the best information to clients.
- Responsible for using Company timekeeping systems by maintaining accurate records of all time worked for management review for performance evaluation and operational efficiency purposes.
- Responsible for following internal and external procedures ensuring compliance with ISS standards, customer standards and legal requirements
- Responsible for ensuring all procedural Key Performance Indicators (KPI’s) are met.
Knowledge, Skills, and Abilities
- A foundational knowledge of Port Operations.
- Competent user of the Microsoft Office suite including Outlook, Excel and Word.
- Being able to communicate in writing clearly and concisely.
- Balance multiple tasks, changing priorities & operate within a deadline-oriented environment.
Education, Qualifications, Certifications, and Licenses
Education/Experience:
- High School diploma or GED equivalent required.
- Bachelor’s degree in Maritime Administration, Business Administration, or related major from a public or accredited private academic institution desired.
- 0-4 years’ experience in general maritime industry with exposure to various commodities and vessel types utilized in the port of employment.
Licenses:
- Agents are expected to travel around specific port/terminal locations and surrounding areas and must possess their own reliable transportation, a valid "non-expired" state drivers' license, and vehicle insurance coverage.
Why Inchcape Shipping Services?
We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.
What you’ll get:
We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.
In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.
We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation.
- Generous time off and paid holidays
- Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.
- Career growth and opportunities for promotions. We develop and hire from within!
- Plus, much more!
We have you covered for anything life could throw your way.
Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds.
Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are.
Who you are is who we are.
Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages. As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email HR.NAM@recruiting@iss-shipping.com describing the accommodation.
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