Operations Executive

Job Description

Join our global team of over 3000 professionals, delivering maritime service excellence, through a unique network.Job PurposeTo achieve and maintain excellence in the Regional Operations Centre (ROC) activities. Meeting Inchcape?s set KPIs (Data integrity, Business critical time limits, Final DA invoicing despatch time and accuracy, achieving Local and Regional quality Objectives). Reporting directly to the Operations Supervisor, the Operations Executive shall primarily handle and be responsible for the port call communications as allocated to them by their Supervisor, in an accurate, professional and timely manner. This position involved ensuring Quality Management System standards are implemented consistently in all operational reporting activities, monitoring the required operational excellence in the ROC.

• From enquiry received to submitting final invoices to DAC for FDA processing, this role must ensure 100% accuracy, professionalism, prompt communication and service excellence through the vessel?s different stages of the port call
• Responsible for the day-to-day communications, working extremely closely with the port operational staff, port authorities and all other port stakeholders and the principals
• Responsibilities includes all departments/divisions within the ROC, namely; Customer Services Centre, Operations Executives and Support Desks for Crew & Spares
• Ensure accurate enquiries, PDA?s and closed estimates are provided to the principal
• Ensure that customer service and customer satisfaction remains as a top priority in all elements of the functions performed in this department
• Instrumental in ensuring that PDA?s are accurate to within 10% of the FDA amount (under normal circumstances without any untoward/unexpected circumstances)
• Instrumental in ensuring the Closed Estimates are within 3% of the FDA amount
• Ensure accurate disbursements are sent to the principal after thorough checking of all invoices pertaining to the port call
• Ensure 100% prefunding is followed (as and where applicable), along with full compliance to the credit policy, chart of authority, credit terms and OKTS requirements and obtain necessary guidance for compliance from the Operations Supervisor and ROC Manager
• Actively contribute towards any improvements to the department policy, SOP, communications, or any other improvements as deemed beneficial to the department, Inchcape and the Principals.
• Business Development: Identify opportunities during a port call to cross sell our various offers. This includes, a.o.t., ship chandelling, crew boats, survey, etc.
• Ensure to maintain good relationship with all principals handled, and work quickly and effectively to resolve any issues, disputes, or other which principals may face
• Market Awareness: To monitor the competitor?s activity and ensure that apt responses are provided for the purpose of developing counteractions of any perceived threats to business.
• Principal/Vendor Relationship: Maintain effective formal and informal networks with all principals and vendors that are dealt with
• Reporting:?regular dialogue with Operations Supervisors, ROC Manager, port Operations Executive and Marine Service Managers to ensure smooth operations throughout
• Adherence to Quality Management System and Health, Safety and Environment: Ensure compliance to all relevant safety, quality and environmental procedures and controls across the department to guarantee employee safety, legislative compliance, delivery of the high quality products / services and a responsible environmental attitude in accordance with Inchcape?s QMS and HSE policies and procedures.

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