Vessel Operations Coordinator

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The Vessel Operator - Marine Agency Services is responsible for the end-to-end coordination of bunker and husbandry calls for vessels calling at Singapore, while being based in our Ho Chi Minh City office. The role is functionally similar to that of a boarding agent in terms of scope and responsibility, but it is entirely shore-based and does not involve physically boarding vessels.
You will serve as the central point of contact for shipowners, charterers, managers, bunker traders, suppliers, and local port stakeholders, ensuring that all services are planned, executed, and closed out safely, efficiently, and in full compliance with Singapore port regulations and company standards.
1. Operational Planning & Coordination
• Coordinate all aspects of bunker-only and husbandry calls for vessels calling Singapore, from nomination to completion and final disbursement.
• Follow port call instructions, and client SOPs to ensure services are arranged as per principal expectations.
• Plan services in advance based on ETA, vessel schedule, terminal/anchorage allocation, and regulatory requirements.
• Prepare and distribute port call instructions to all relevant stakeholders (suppliers, launch/launch operators, crewing agents, etc.).
• Set up communication channels with PICs to ensure smooth and timely updates
2. Bunker Call Management
• Arrange and coordinate bunkering operations at Singapore anchorage or berth in alignment with local regulations and industry best practices.
• Liaise with bunker suppliers, barge operators, and surveyors to confirm schedules, quantities, grades, sampling requirements, and safety procedures.
• Monitor bunkering progress in real time via communication with suppliers, surveyors, and the vessel's designated contact.
• Record the vessel's activities, noting times, actions and a full statement of facts.
• Ensure all bunker-related documentation (e.g., Bunker Delivery Notes, survey reports) is obtained, checked, and filed as per company and client requirements.
• Proactively identify and address potential issues affecting bunker operations (e.g., congestion, weather, supplier delays).
3. Husbandry Services Coordination
• Arrange all required husbandry services, including but not limited to:
• Crew changes, sign-on/sign-off, and repatriation arrangements
• Immigration, visa, and work permit documentation via trusted local partners
• Cash to Master (CTM), including coordination with local office (Boarding Officer), couriers, and launch services
• Medical assistance and hospital visits for crew, where required, through approved medical providers
• Delivery of provisions, bonded stores, cabin/engine stores, and spare parts
• Courier and logistics arrangements for documents and critical spares
• Coordinate with local agents and service providers in Singapore to ensure timely and compliant execution of all husbandry tasks.
• Confirm service completion and obtain all necessary receipts, delivery notes, and supporting documents.
4. Documentation & Regulatory Compliance
• Prepare and submit port call documentation through local office in line with the Maritime and Port Authority of Singapore (MPA) and other relevant regulations.
• Ensure that all declarations, manifests, crew lists, visas, and permits are accurate and submitted to the relevant authorities within required timeframes.
• Maintain up-to-date knowledge of Singapore port rules, bunkering regulations, immigration and quarantine requirements, and safety standards.
• Ensure full compliance with company policies, client requirements, and applicable international regulations (e.g., ISPS, MARPOL, local anti-corruption rules).
5. Communication & Stakeholder Management
• Act as the primary 24/7 operational contact (within shift or duty arrangements) for assigned vessel calls.
• Maintain clear, professional, and proactive communication with:
• Principals (owners, charterers, managers, operators)
• Local office and port authorities in Singapore
• Bunker suppliers and surveyors
• Crewing agencies, medical providers, and logistics partners
• Provide regular status updates, ETA/ETD changes, and operational reports to clients and internal stakeholders.
• Escalate significant operational risks, delays, incidents, or disputes promptly to line management.
6. Financial Control & Disbursements
• Prepare Proforma Disbursement Accounts (PDA) based on service estimates and tariffs; obtain client approval where required.
• Monitor and control costs for each port call, ensuring services are within agreed budgets and in line with commercial expectations.
• Validate supplier invoices, ensure they match agreed rates and services performed, and flag discrepancies for resolution.
• Prepare and finalize Final Disbursement Accounts (FDA) with full supporting documentation for client review and settlement.
• Support credit control and cash collection efforts by providing accurate billing information and clarifications.
• Support Accounting team in resolving overdue and long-aging payments.
7. Systems, Reporting & Data Integrity
• Record all operational details, service orders, timings, and communications in the company's agency/operations systems (Port360)
• Maintain complete and accurate port call files (digital) for ISO audit and reference.
• Produce operational performance reports, KPIs, and incident reports as required (e.g., delays, near misses, service failures).
• Contribute to the continuous improvement of system performance, processes, SOPs, and documentation standards.
8. Duty / On-Call Support
• Participate in duty or on-call rosters to support urgent or off-hours operation requirements.
• Respond promptly to time-sensitive operational requests, emergencies, or last-minute changes affecting vessel calls.
• Coordinate with colleagues in different time zones/locations to provide seamless 24/7 service coverage.