GENERAL DESCRIPTION
The Operations Officer is responsible for executing and coordinating vessel and cargo operations efficiently, ensuring full compliance with port regulations, company policies, and principals’ requirements. The role involves acting as the main point of contact for vessel Masters, managing communications, overseeing operational documentation, coordinating with authorities, arranging services, and ensuring smooth turnaround of vessels at the port.
RESPONSIBILITIES & FREQUENCY
1. Vessel Communication & Coordination
• Act as the primary point of contact for the vessel’s Master, ensuring continuous communication via email and phone (24/7 daily).
• Provide daily position and operational status reports to all relevant parties, keeping stakeholders informed of progress and any changes in vessel ETA/ETD.
• Ensure all pre-arrival documentation is received, complete, and verified for every vessel.
• Issue notifications for vessels under agency to the relevant authorities and submit pre-arrival information to the Port State Control daily.
• Maintain updated records of regulatory requirements for different ports and ensure full compliance.
2. Vessel & Cargo Operations Handling
• Supervise, monitor, and report on all loading and discharging operations both on-site and remotely.
• Approve and monitor loading/discharging sequences as per stowage plans and coordinate with surveyors (draft, cargo, and other inspections).
• Monitor and record cargo quantities loaded or discharged accurately.
• Calculate and estimate ETC (Estimated Time of Completion) for cargo operations and communicate updates to all stakeholders.
• Manage and coordinate bulk cargo sampling, ensuring procedures are handled efficiently and in compliance with port regulations.
• Arrange and oversee crew changes, including logistics, transportation, accommodation, medical assistance, and visa formalities.
• Handle cruise and military vessels, coordinating with Immigration and Navy authorities, solving passengers’ issues prior to arrival, and managing the complete end-to-end operational process from booking to departure.
• Supervise vessels at the Navy berth for military cargo operations.
3. Documentation & Reporting
• Coordinate the preparation and submission of all cargo documentation, including manifests, mate receipts, and other required documents for loading vessels.
• Ensure all vessel certificates and documents are valid for each port call.
• Issue Statements of Service Rendered upon completion of cargo operations for container vessels.
• Prepare and submit monthly KPI reports to the Quality Department.
• Archive all electronic and hard-copy communications and documentation related to each port call.
4. Authorities & External Coordination
• Arrange and coordinate necessary government approvals and liaise directly with port, customs, and immigration authorities.
• Arrange for tugboats, pilots, and port clearance certificates for each vessel upon departure.
• Coordinate laboratory and inspection services, including oil and fresh water sampling and other testing requirements.
• Engage with port and government officials to ensure smooth execution of operational processes and compliance with applicable regulations.
5. Procurement & Service Arrangements
• Procure and arrange all vessel services (e.g., fresh water, provisions, stores, SSCEC, DHL, cranes, forklifts, etc.)
• Collect and compare quotations from various suppliers and verify service invoices against agreed quotations.
• Manage cash-to-master (CTM) arrangements and ensure proper documentation and approvals.
• Coordinate and manage bunker supply, crew provisions, and other operational requirements through approved vendors.
• Arrange shore passes, SIM cards, transportation, and accommodation for crew, owners, and superintendents.
6. Risk & Safety Compliance
• Immediately report any incidents or accidents related to vessel operations and assist in investigations.
• Ensure compliance with all health, safety, and environmental regulations across all operations.
• Participate in quality and compliance programs and support internal and external audits.
7. General Duties
• Assist all vessels with port-related inquiries, including information on port regulations, services, and operational requirements.
• Manage operations and service arrangements for RSS Company vessels.
• Perform any additional duties as assigned by the Operations Manager or Team Lead to support overall departmental objectives.
Bachelor’s Degree in Business Administration…. etc.
1 ~ 4 years (Shipping and Transportation).
