Assistant Operations Manager - Vessel Operations

Under the leadership, direction, and supervision of the Agency Department Managers, the Ship Agent is responsible for coordinating vessel operations and ensuring efficient port agency services. This role supports vessel arrivals and departures, cargo operations, regulatory compliance, customer communication, and port disbursement activities while maintaining strong relationships with internal and external stakeholders.

Ship Agents are expected to support continuous service improvements and contribute ideas that enhance operational efficiency, customer service, and business development initiatives.

Key Responsibilities

General Responsibilities

• Maintain professional relationships with federal, state, and local authorities, terminals, stevedores, principals, operators, and other parties involved in vessel operations.

• Maintain all required records and documentation within vessel/principal files and ensure timely updates in electronic operating systems.

• Monitor and distribute operational communications to relevant parties.

• Report directly to Agency Department Managers and escalate matters to executive leadership when necessary.

Vessel Boarding & Port Operations

• Attend vessels upon arrival and departure, including periodic vessel visits while in port.

• Assist vessel Masters during official visits and inspections as required.

• Coordinate vessel arrivals, departures, clearance activities, docking, undocking, and shifting within ports.

• Coordinate vessel activities with the U.S. Coast Guard, U.S. Customs and Border Protection, and other federal, state, and local authorities.

• Coordinate labor requirements and supervise loading and discharge operations.

• Provide vessel position updates, port conditions, and operational updates to owners, principals, and relevant stakeholders.

• Prepare cargo, loading/discharge, and operational documentation subject to vessel/management approval.

• Forward required documentation to principals and agents at subsequent ports as instructed.

• Prepare vessel disbursement account estimates and review, verify, approve, and submit vendor invoices to the Accounting Department.

• Support vessels in minimizing port stay and expediting operations in a cost-effective manner.

• Assist vessels with PSC, ISPS, cargo hold, and condition inspections.

• Support vessels during adverse weather conditions, emergencies, and claims handling matters.

• Coordinate vessel repairs, bunkering, fresh water supply, lubricants, stores, provisions, charts, publications, and certification applications.

• Handle crew matters, including crew changes and shore visit arrangements.

• Deliver operational materials including cash to Master, vessel spare parts, mail, charts, and publications.

• Provide customers with port-related information including regulations, tariffs, weather conditions, vessel lineups, and emergency updates.

Vessel Port Disbursement Control

• Review and confirm port disbursement proforma estimates prior to requesting vendor fund transfers through the Accounting Department.

• Collect and review invoices related to vessel port expenses following vessel departure.

• Verify invoices against applicable tariffs and supporting documentation.

• Ensure invoices are properly filed within the Company’s business operation system within required timelines.

Key Activities

• Handle vessel operations related to port entry, berthing/unberthing, cargo activities, crew matters, and departure clearance.

• Supervise port calls in other countries while acting as Hub Agent.

• Communicate and coordinate with stakeholders regarding vessel and port call operations.

• Physically attend vessels and act as boarding officer for vessel entry and clearance activities when required.

• Generate PDA (Proforma Disbursement Accounts) and coordinate FDA processing throughout all stages of the port call.