Ships Agency Operations Executive

Wilhelmsen group; Sheva; On-site; INR 600,000 - 800,000; Full time

Job summary

Wilhelmsen group is seeking a Ships Agency Executive to join our Navi Mumbai operations. You will coordinate vessel port calls, manage agency and husbandry services, and ensure compliance with WASP reporting and port regulations.

The ideal candidate has a graduation degree and 3–5 years in ships agency operations, with excellent communication, planning, and proactive problem-solving abilities. The role is on-site in Navi Mumbai with reference checks during the process.

Qualifications

• Graduation degree in any stream required.
• 3–5 years of relevant ships agency experience preferred.
• Strong communication, planning and problem-solving skills required.

Responsibilities

• Attend and board vessels as required under Manager direction.
• Coordinate port calls including Full Agency and Husbandry services.
• Advise on contractor selection and submit competitive quotations.
• Ensure compliance with Ships Agency processes and use of WASP for reporting and records.
• Maintain vessel files and real-time updates across systems.
• Monitor expenses and ensure timely supplier invoicing and approvals.
• Communicate proactively with stakeholders and internal teams.
• Support compliance with local regulations and port tariffs.

Skills

Communication skills

Process understanding

Self-motivated

Proactive

Under pressure

Problem solving

Planning operations

Regulatory knowledge

System familiarity

Stakeholder communication

Education

Graduation degree in any stream

Tools

WASP system

Job description

Job Description:

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

We are looking for a Ships Agency Executive to join our company.

In Wilhelmsen Port Services (WPS), we provide our customers with peace of mind while we handle their cargo, their vessels and their crew. We handle 75,000 port calls per year, which means that every 7 minutes, anywhere around the world, we send a ship safely out to sea again to fulfil its purpose. We match local expertise with strict global standards, making sure we consistently make our customers’ port calls as efficient and safe as possible.

Who you are:

You are required to have a Graduation Degree in any stream and a minimum 3 to 5 years of relevant working experience in ships agency operations.

Required experience and skills:

• Excellent communication skills written and verbal.
• Process and system understanding.
• Self-motivated and result orientated.
• Proactive and possesses ability to anticipate issue to facilitate preventive measures.
• Able to work under pressure.
• Problem solving skills with ability to make fast and sound judgement.
• Able to effectively plan and direct an operation without compromising on safety to personnel and vessel.
• Familiar with Port & local Authorities regulations, procedures and governing tariffs.
• Ability to use and adapt to the company’s systems and tools
• Ability to communicate effectively with stakeholders and internal teams.

What you will be doing:

• Attend and board vessels as required and as directed by respective Manager, in accordance with customer requirements.
• Coordinate assigned port calls effectively, including Full Agency and Husbandry services, with a sound understanding of port, customs, Port Health Organisation (PHO), and immigration clearance procedures. Support maritime logistics-related formalities and activities, including coordination with shipping lines and terminal operators, as required.
• Advice on selection of contractors for goods and services provided to principals, including submission of competitive quotations, as required.
• Ensure compliance with Ships Agency processes, standards and procedures, including correct use of the operating system (WASP).
• Ensure mandatory use of operating system as reporting tool in compliance with the SOP.
• Ensure proper monitoring of the vessel and attendance to any follow up enquiries.
• Ensure correct amount of pre-funding are received or the correct level of authority has approved any deviation, prior to performing the Port Call. Same to be ensured when additional funding required prior vessel’s sailing.
• Establish and maintain vessel’s files and ensure that all transactional systems are updated real time.
• Ensure proactive, efficient, and timely communication at all times.
• Report leads, business opportunities and relevant port updates observed to Manager.
• Monitor and record expenses that arises during vessels’ port call.
• Ensure Cash-in-Transit (Cash to Master) as per WPS procedure.
• Proactively follow up, check and approve supplier’s invoices.
• Ensure cost effectively Vessel Operations.
• Comply with WPS Standards when working in ports/onboard vessels.
• Provide input to improve the operational and cost efficiency of the port call

Work location: Navi Mumbai

Please note: As part of the application process, you may be subject to reference and additional background checks

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