India - Operations Executive

Who are Inchcape?

At Inchcape, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean.

Inchcape combines its worldwide infrastructure with local expertise through our global network of over 250 proprietary offices, across 70 countries and a team of more than 3,000 committed professionals.

We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

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. The role ensures 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 ensuring required operation excellence in Marine Services is practiced in order to meet and exceed customer expectations.

Roles and Responsibilities:

• Attend vessel inward and outward formalities for all vessels at Vizag / Gangavaram Locations.
• Communicate with vessel masters on pre-arrival documents, requisitions and other day-to-day operational requirements for smooth port calls.
• Communicate with Principals / Owners on day-to-day operational requirements such as crew changes, ship spares and other husbandry activities.
• Attend husbandry-related services such as crew changes, CTM delivery, ship spares clearance and crew medical attendance.
• Prepare port disbursement accounts for enquiries received from owners and respond within 12 hours of receipt, along with relevant port restrictions and information.
• Process 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.
• Utilize OneDA and Optic as per Standard Operating Procedures.
• Prepare market intelligence, port line-up, dry bulk and fertilizer reports, or other reports required by management, and report to the 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 and husbandry services.
• Maintain detailed SOPs for marine services and update them as required.
• Support the Commercial Team, Country Manager and Operations Manager ECI with operational requirements.
• Build team cohesion and work independently on tasks.
• Assist principals with the documents required to obtain statutory clearances.
• Ensure zero facilitation / gifts on board vessels and nil complaints from Masters and Principals.
• Ensure documentation agents and vendors (hotel and transport) adhere to Inchcape health and safety standards.
• 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, in line with ISS QMS standards.
• Marine Coordination: Check vessel and cargo statistical data for accuracy, completeness and compliance, correct as necessary, and inform the Manager of any deviations.
• Teamwork: Keep colleagues updated on discharge operations progress and alert them promptly to problems so they can inform Principals in good time.
• Reporting: Prepare and submit monthly Marine Services operational reports to the Principal, including performance updates and 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.
• Customer Service Excellence: Identify and meet internal customer needs, exceed satisfaction, and promptly correct service failures to prevent recurrence.
• Coordination and Documentation: Coordinate with the Marine Services Ops Executive to ensure consistent, professional service delivery aligned with customer instructions and corporate guidelines.
• Marine Activities: Assist with marine activities, CLS jobs and crew handling, and prepare statements of expenses for submission to head office.
• HSSE (Mandatory): Ensure compliance with all relevant safety, quality and environmental procedures, assess HSSE risks, implement controls, report all accidents, incidents and near misses, and ensure full compliance with the ISS HSSE Management System.
• Market Intelligence: Share market research with the Commercial and Senior Management teams, monitor competitors, develop responses to threats, and analyse business trends to inform products and services.

Key Deliverables:

• Timely, friendly and approachable delivery of administrative services.
• Good client satisfaction and positive team feedback.
• Strict adherence to the QMS policy and effective use of Marine Services across the business.
• Accurate and timely transactions and documentation.
• Allocated work completed efficiently within required timelines and deadlines.
• Data and documents prepared accurately with strong attention to detail.
• Assistance and support provided to managers and colleagues.
• Files kept accurate, confidential and easy to locate.

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, including the ability to convey messages when English is not a 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:

The post holder will read, understand and comply with all company HSSE, Compliance and Ethics policies and procedures, complete any required training, and avoid any activity that might lead to a breach of these policies. Breaches of company policy or failure to complete necessary training may lead to disciplinary action.