India - Operations Executive FTC

Main Purpose of Job:

Directly reporting to the Port Manager Vizag India, the primary role for this position is to perform all functions relating to the Marine Services at Vizag, Gangavaram Locations, as well as the full range of support services to the Operations and adherence to excellence customer services in order to carry out the responsibility and to meet the expectation of the customer/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.

This position should involve ensuring QMS standards are adhered to consistently in all operational activities, and to ensure required operation excellence in Marine Services are practiced in order to meet and exceed the expectations of the customer.

Roles and Responsibilities:

• Attending vessel inward/outward formalities for all vessels at Vizag / Gangavaram Locations.
• Communicate with the vessel's masters on pre-arrival documents requisition and other day to day operational requirements for turnaround of smooth port call.
• Communicate with Principals/Owners for day to day operational requirements, i.e. crew changes, ships spares and other husbandry related activities.
• Attending husbandry related services, i.e. crew changes, CTM delivery, ships spares clearance, crew medical attendance etc.
• Preparation of port disbursement account of enquiry received from owners and respond within 12 hours on receipt of enquiry, along with relevant port restrictions and information.
• Processing documentation with local authorities (Customs, Port, Immigration and Health) such as Import General Manifest, Pre-Arrival Documents, Entry Inward, Port Clearance and Export General Manifest etc.
• Utilize OneDA and Optic as per Standard Operating Procedures.
• Preparation of Market Intelligence, Port Line up, Dry Bulk and Fertilizer reports or any other report required by the Management, and report to Operations Manager ECI and Country Manager India.
• Ensure all QMS and Health and Safety standards are followed in all operational activities.
• Maintain excellent knowledge of Marine Operations, including Shipping Agency, Owners Protecting Agency, Crew Logistics, Husbandry Services, etc.
• Stay well versed with documentation and local procedures, maintaining detailed SOPs for Marine Services and updating them as required.
• Support the Commercial Team, Country Manager and Operations Manager ECI for any operational requirements.
• Build team cohesion and complete tasks individually.
• Assist principals with the requisite documents to obtain various statutory clearances.
• Ensure zero facilitation/gifts on board the vessel and nil complaints from Masters and Principals.
• Ensure documentation agents and vendors (hotel and transport) adhere to Inchcape Health and Safety standards in all activities.
• Ensure 100% adherence to ISS HSSE requirements and complete all risk assessments and related documents.

Key Accountabilities:

• Administrative and Clerical Support: Provide a full range of administrative and clerical support to the Marine Services Manager to ensure smooth functioning of the business through consistent, fair and equitable administrative practices in congruence with ISS QMS standards.
• Marine Coordination: Check vessel and cargo related statistical data for accuracy, completeness and compliance with established standards, make corrections as necessary, and inform the Manager of any deviations for further action.
• Teamwork: Keep colleagues updated on progress of discharge operations, promptly advising them of any problems so they can inform Principals in good time.
• Reporting: Prepare and submit monthly Marine Services operational reports to the Principal, providing performance updates and any irregularities, and ensure monthly submission of other operational, commercial and quality assurance reports.
• Data Integrity: Supervise the integrity, accuracy and timely updating of systems to meet Principals' requirements and KPIs within company parameters.
• Customer Service Excellence: Identify and meet internal customer needs, maintain and exceed customer satisfaction, and promptly apply corrective actions to service failures to prevent recurrence.
• Coordination and Documentation: Coordinate with the Marine Services Ops Executive to ensure consistent, effective and professional delivery of services in line with customer instructions and corporate guidelines.
• Marine Activities: Assist with marine activities, CLS jobs, crew handling, and preparing statements of expenses for forwarding to head office.
• HSSE (Mandatory): Ensure compliance with all relevant safety, quality and environmental procedures and controls, guaranteeing employee safety, legislative compliance, and delivery of ISS HSE policies. Assess HSSE risk, implement controls, report all accidents, incidents and near misses, and ensure full compliance with the ISS HSSE Management System.
• Market Intelligence: Maintain awareness of industry developments, share market research with the Commercial and Senior Management teams, monitor competitors, develop responses to threats, and analyse business trends to help develop responsive products and services.

Key Deliverables:

• Timely, friendly and approachable delivery of administrative services and excellent document management.
• Good client satisfaction and positive feedback from the team.
• Strict adherence to QMS policy and excellent utilization of Marine Services across the business.
• Accurate and timely transactions and documentation.
• Allocated work performed efficiently, in line with required timelines and deadlines.
• Data and documents prepared accurately, with attention to detail.
• Assistance and support provided to manager and colleagues.
• Files kept accurate and confidential, and easy for staff to locate when needed.

Essential:

• Minimum 3 years' experience in shipping vessel handling, husbandry related matters, port operations and port agency services, preferably in the related field.
• Strong written and verbal communication skills, with the ability to convey messages to others when English is not their first language.
• Competent user of the full Microsoft Office package, including Word, Excel and Outlook.

Desirable:

• An embedded awareness of the market.
• Enlightened business acumen and strong people management skills.
• Prior experience in the marine agency field.
• Management of risk (operational risk, health and safety, compliance and corporate mission statement). The candidate must read, understand and comply with all company HSSE, compliance and ethics policies and procedures, and complete any related training as deemed necessary.