Executive, Agency Hub

To efficiently and effectively manage the day-to-day port agency and owner's husbandry matters within the centralized agency hub as per requirements from Owners/Ships/Manning / Operations / Technical /QHSE and any other concerned stakeholders.

This role plays a vital part in ensuring smooth port operations, fostering strong relationships with all concerned stakeholders, and providing exceptional support to vessel owners, operators, and crew members.

The Agency Hub Executive will also serve as the primary point of contact for all agency-related activities.

What You Will Do

1. Obtain estimation from agent and ensure cost and charge are in line with the agreement, if applicable
2. Costs comparison for certain Owners ae per standing requirement.
3. Alert relevant department and Master about the port agent appointment.
4. Coordinate with various departments to confirm on the charge & fee to arrange advance funding to agent as/if required.
5. Keep track of Treasury arrangement and ensure timely remittance to agent.
6. Closely follow up with port agent for final DA submission to avoid any delay in accounting/reporting to Owners.
7. Check FDA carefully for charges/fees levied, facilitate approval process for timely settlement.
8. Maintain Records of appointment and FDA with supporting for Owners / Auditors requirement

Communication

• Collaborate closely with internal teams such as operations, crewing, technical, and finance departments to ensure smooth coordination of agency activities.
• Share relevant information, updates, and documentation with the respective teams to facilitate efficient decision-making and execution of tasks.
• Communicate any changes or updates in vessel schedules, port requirements, or agency processes to internal stakeholders in a timely manner.
• Act as a liaison between vessel owners, operators, and internal teams, providing necessary information and addressing any queries or concerns.
• Serve as the primary point of contact for external stakeholders, including local agents, and service providers.
• Establish and maintain professional relationships with these stakeholders, fostering open lines of communication and collaboration.
• Maintain regular communication with vessel owners, operators, and crew members to understand their specific requirements and provide support.
• Maintain accurate and up-to-date documentation related to port agency operations, vessel movements, and communication records.
• Prepare reports, summaries, and analysis of agency activities as required.
• Share relevant reports and documentation with internal stakeholders and vessel owners/operators as required.

Knowledge & Experience

• University graduate or higher diploma or equivalent tertiary qualifications. Background in shipping studies or relevant experience or knowledge will be an advantage.
• Experience in port agency operations or maritime logistics, with a strong understanding of vessel husbandry services.
• Excellent organizational skills and ability to manage multiple tasks simultaneously while maintaining attention to detail.
• Strong interpersonal and communication skills to establish and maintain effective relationships with internal and external stakeholders.
• Ability to work under pressure, adapt to changing circumstances, and make sound decisions in time-sensitive situations.
• Fluent in spoken and written English
• Proficient in using computer applications.

Working Conditions

• This is a remote position. Depending on location, will require the employee to report to the local office as required by the company.