Operational Specialist

Title: Operations Specialist

Summary: To manage end-to-end port agency operations while controlling and administering vessel disbursement accounts (DA), ensuring efficient vessel turnaround, accurate cost management, and compliance with principal and port requirements.

Duties and Responsibilities:

Port Agency Operations Coordination

• Coordinate vessel port calls from pre-arrival to post-departure.
• Liaise with port authorities, terminals, customs, immigration, and service providers.
• Ensure timely processing of port formalities, permits, and documentation.
• Arrange all vessel requirements including:
  Pilotage, towage, berthing, Stevedoring and cargo operations, Bunkering, fresh water, provisions, and crew changes.
• Maintain close communication with vessel Masters, owners, charterers, and principals.
• Monitor berth planning and cargo operations to avoid delays and optimize turnaround.
• Handle operational challenges and escalate issues proactively.
• Ensure compliance with port regulations, HSSE policies, and company procedures.

Disbursement Account (DA) Management & Cost Control

• Prepare and submit Proforma Disbursement Accounts (PDA) to principals.
• Monitor advance payments and maintain accurate financial tracking for each vessel call.
• Verify, record, and reconcile all port-related expenses.
• Prepare and submit Final Disbursement Accounts (FDA) within agreed timelines.
• Ensure supporting invoices and documentation are accurate and complete.
• Control costs and identify opportunities for optimization.
• Follow up with principals on outstanding payments and account settlements.
• Maintain proper financial records in line with company and audit requirements.

Documentation & Reporting

• Prepare and submit timely reports including:
  Vessel status updates, Port call summaries, Cost and variance reports
• Maintain accurate filing of operational and financial documents.
• Ensure all documentation complies with internal and external audit standards.

Stakeholder & Client Management

• Act as the point of contact for principals, owners, and charterers during port calls.
• Maintain strong working relationships with port authorities and vendors.
• Deliver high levels of customer service and timely communication.

Qualifications &

Experience:

• Bachelor’s degree in Logistics, Maritime, Shipping, or related field.
• 4 - 7 years of experience in port agency operations and/or vessel disbursement accounting.
• Strong knowledge of port operations, tariffs, and maritime regulations.
• Experience in breakbulk/project cargo operations is preferred.
• Familiarity with DA preparation systems and shipping software is an advantage.

Additional Requirements:

• Knowledge of UAE port systems/processes preferred.
• Immediate problem escalation and decision-making capability.