Operations Executive

Job Description

Roles & Responsibilities3. Job Roles and Responsibilities3.1 Port Agency OperationsHandle port calls from nomination to job-file closure.Coordinate with owners, charterers, operators, managers, and vessel Masters.Submit statutory documents and port declarations on time.Monitor vessel schedules, ETAs, and operational milestones.Maintain updated job sheets, vessel line-ups, and records.Provide timely operational updates and daily reports.Respond promptly to principals? queries.3.2 Ship-to-Ship (STS) OperationsCoordinate STS nominations, locations, and operational schedules.Verify vessel particulars, compatibility, mooring plans, and checklists.Coordinate with STS teams, POAC, and boat division.Arrange permits, approvals, fenders, hoses, and support craft.Monitor STS operations and record timings.Prepare STS SOF, quantity reports, and documentation.Develop independent STS handling skills under supervision during the 90-day period.Handle STS operations independently only after approval from the Operations Head.3.3 Cargo OperationsCoordinate loading and discharging of various vessel types.Liaise with terminals, stevedores, surveyors, and contractors.Arrange pilotage, towage, mooring, and launch services.Process bills of lading, manifests, delivery orders, and customs documents.Monitor cargo operations and record critical timings.Prepare NOR, SOF, and cargo documentation promptly.3.4 Husbandry and Personnel ChangeHandle assigned husbandry files and related activities.Arrange crew transport, medical services, provisions, and vessel supplies.Coordinate bunkering, fresh water, repairs, and waste disposal.Manage crew joining and repatriation formalities.Coordinate visas, immigration, port clearance, and PRO requirements.Arrange crew accommodation, transportation, and meet-and-greet services.Coordinate customs clearance and gate passes for stores and spares.3.5 Distress and Emergency OperationsRespond to emergency, distress, and unscheduled vessel calls.Coordinate medical evacuations, towage, salvage, and repair services.Escalate emergencies immediately to the concerned managers.Liaise with owners, charterers, P&I correspondents, and authorities.Maintain records of timings, instructions, expenses, and actions taken.3.6 Disbursements and DocumentationPrepare PDA/EPDA and request funds before vessel arrival.Submit FDA with supporting invoices within company timelines.Verify vendor invoices and investigate discrepancies.Identify the appropriate liability for vessel-related expenses.Submit SOF and signed Job File Checklist within one working day of vessel sailing.Issue Quality Questionnaires and follow up for completion.Maintain job files, operational logs, and daily reports.Submit required Oman regional operational data.3.7 Teamwork and CoordinationCoordinate closely with Mr. Samar Simha and Mr. Ajmal.Share operational knowledge, principal details, and vendor contacts.Provide shift, leave, and workload coverage for colleagues.Ensure proper written handovers of ongoing vessel calls.Support husbandry, bitumen, and cargo operations as required.Guide junior staff and new joiners.Support other desks as directed by the Operations Head.3.8 Safety and ComplianceFollow Omani maritime regulations, port rules, ISPS, HSSE, and QMS requirements.Use appropriate PPE during port and vessel operations.Report incidents, near misses, and delays immediately.Protect confidential commercial and operational information.Maintain receipts and records for all CTM transactions and company funds.4. Key Performance Indicators (KPIs)Timely statutory submissions and minimal avoidable operational delays.PDA issuance and fund requests before vessel arrival.FDA submission with complete supporting documents within deadlines.100% timely submission of SOF and Job File Checklist.Timely operational updates to principals.Independent STS readiness within 90 days, subject to management approval.Proper escalation and documentation of emergencies.Effective operational coverage and handovers among team members.Maintenance of required principal and ter

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