Port Agency Operations Coordinator

Role overview

This position focuses on managing port agency activities from start to finish, while also administering vessel disbursement accounts (DA). The objective is to support smooth vessel turnaround, keep costs under control, and ensure all actions align with the requirements of the principal and the port.

Port agency operations coordination

• Oversee vessel port calls through every stage, from pre-arrival planning to post-departure completion.
• Work with port authorities, terminals, customs, immigration, and external service providers to keep operations moving.
• Make sure permits, formalities, and required documentation are processed on time.
• Arrange vessel services and operational needs such as pilotage, towage, berthing, stevedoring, cargo handling, bunkering, fresh water, provisions, and crew movements.
• Keep regular communication with vessel masters, owners, charterers, and principals.
• Track berth planning and cargo activity closely to prevent delays and improve turnaround time.
• Address operational issues quickly and escalate concerns when needed.
• Ensure all activities comply with port rules, HSSE standards, and company procedures.

Disbursement account management and cost control

• Compile and send Proforma Disbursement Accounts (PDA) to principals.
• Track advance payments and keep vessel-wise financial records accurate.
• Check, log, and reconcile all port-related costs.
• Prepare and submit Final Disbursement Accounts (FDA) within the required timelines.
• Confirm that invoices and supporting records are complete and correct.
• Monitor costs carefully and look for ways to improve efficiency.
• Follow up with principals regarding pending payments and account closure.
• Maintain financial records in line with company expectations and audit standards.

Documentation and reporting

• Prepare regular reports such as vessel status updates, port call summaries, and cost or variance reports.
• Keep operational and financial files well organised and up to date.
• Ensure records meet internal controls and external audit requirements.

Stakeholder and client management

• Serve as the main contact for principals, owners, and charterers throughout port calls.
• Build and maintain productive relationships with port authorities and vendors.
• Provide responsive communication and a high level of client support.

Qualifications and experience

• A bachelor’s degree in Logistics, Maritime, Shipping, or a related discipline is required.
• Applicants should have 4 to 7 years of relevant experience in port agency operations and/or vessel disbursement accounting.
• Solid understanding of port procedures, tariffs, and maritime regulations is expected.
• Experience in breakbulk or project cargo operations is an advantage.
• Working knowledge of DA preparation tools and shipping software will be beneficial.

Additional requirements

• Familiarity with UAE port systems and processes is preferred.
• The role requires the ability to escalate issues promptly and make decisions quickly when needed.