Ships Agency Operations Executive, Mumbai

About the Role

Wilhelmsen Port Services (WPS) is seeking a Ships Agency Operations Executive to join their global team in Mumbai. This role involves coordinating port calls safely and efficiently, handling cargo, vessels, and crew, and ensuring peace of mind for customers.

Key Responsibilities

• Attend and board vessels as required and directed by Manager, in accordance with customer requirements.
• Coordinate assigned port calls effectively, including Full Agency and Husbandry services.
• Ensure a sound understanding of port, customs, Port Health Organisation (PHO), and immigration clearance procedures.
• Support maritime logistics-related formalities and activities, coordinating with shipping lines and terminal operators.
• Advise on the selection of contractors for goods and services, including submitting competitive quotations.
• Ensure compliance with Ships Agency processes, standards, and procedures.
• Ensure correct use of the operating system (WASP) as a reporting tool in compliance with the SOP.
• Properly monitor the vessel and attend to follow-up inquiries.
• Ensure sufficient pre-funding is received or deviation is approved prior to performing the port call, and when additional funding is required before vessel's sailing.
• Establish and maintain vessel files and ensure real-time updates of all transactional systems.
• Ensure proactive, efficient, and timely communication at all times.
• Report leads, business opportunities, and relevant port updates to Manager.
• Monitor and record expenses incurred during vessels' port calls.
• Ensure Cash-in-Transit (Cash to Master) as per WPS procedure.
• Proactively follow up, check, and approve supplier invoices.
• Ensure cost-effective Vessel Operations.
• Comply with WPS Standards when working in ports/onboard vessels.
• Provide input to improve the operational and cost efficiency of port calls.

Requirements & Tech Stack

• Familiarity with Port & local Authorities regulations, procedures and governing tariffs.
• Ability to use and adapt to the company’s systems and tools.
• WASP (operating system).

Qualifications

• Excellent communication skills (written and verbal).
• Process and system understanding.
• Self-motivated and result-oriented.
• Proactive with the ability to anticipate issues to facilitate preventive measures.
• Ability to work under pressure.
• Problem-solving skills with the ability to make fast and sound judgments.
• Ability to effectively plan and direct operations without compromising safety to personnel and vessels.
• Ability to communicate effectively with stakeholders and internal teams.

Work Location: Chembur, Mumbai