Ships Agency Operations Executive Mumbai

Wilhelmsen Port Services; Mumbai; On-site; INR 900,000 - 1,200,000; Full time

Job summary

Wilhelmsen Port Services in Mumbai is seeking a proactive Ships Agency Executive to coordinate port calls, liaise with vessels, customers, authorities and internal teams, and ensure compliance with global standards.

You will manage port calls, appoint contractors, monitor expenses, and maintain vessel files while ensuring timely communication and adherence to safety and regulatory requirements.

Qualifications

• Excellent communication skills (written and verbal).
• Strong process and system understanding.
• Self-motivated and result oriented.
• Proactive with ability to anticipate issues and implement preventive measures.
• Able to work under pressure and make sound judgments.
• Familiar with port regulations, procedures and tariffs.
• Experience with company systems and tools.

Responsibilities

• Attend and board vessels as required by the Manager.
• Coordinate port calls including Full Agency and Husbandry services with understanding of port, customs, PHO and immigration clearance procedures.
• Advise on selection of contractors and submission of quotations as required.
• Ensure compliance with Ships Agency processes and WASP system usage.
• Monitor vessel progress and manage funding approvals before port calls.
• Maintain vessel files and real-time updates across transactional systems.
• Ensure proactive, efficient, and timely communication at all times.
• Report leads and port updates to Manager.
• Monitor and record vessel port call expenses.

Skills

Excellent communication

System understanding

Self-motivated

Proactive

Work under pressure

Problem solving

Plan operations

Port regulations

Adapt to systems

Stakeholder communication

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.

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 a proactive maritime operations professional who can coordinate port calls safely, efficiently and in compliance with requirements. You communicate effectively with vessels, customers, authorities, suppliers and internal teams, anticipate issues, make sound decisions under pressure and maintain accurate operational and financial records.

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: Chembur, Mumbai

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

#WPS

Requirements: