Ships Agency Operations Executive, Mumbai

Wilhelmsen group; Mumbai City; On-site; INR 600,000 - 1,100,000; Full time

Job summary

Wilhelmsen Port Services (WPS) is seeking a Ships Agency Executive in Mumbai to coordinate port calls, ensure regulatory compliance and manage contractors. You will handle vessel-related logistics, documentation, and cost control while maintaining accurate records and timely communications with stakeholders.

Join a global maritime team based in Chembur, Mumbai, with emphasis on safety, efficiency, and adherence to standard operating procedures.

Qualifications

• Excellent communication skills (written and verbal).
• Process and system understanding.
• Self-motivated and result oriented.
• Proactive and anticipates issues to facilitate preventive measures.
• Able to work under pressure.
• Problem solving with fast, sound judgement.

Responsibilities

• Attend and board vessels as required and directed by Manager, per customer requirements.
• Coordinate port calls including Full Agency and Husbandry services with port, customs, PHO, and immigration procedures.
• Advise on selection of contractors and submit competitive quotations.
• Ensure compliance with Ships Agency processes and use of WASP.
• Ensure mandatory use of WASP for reporting under SOP.
• Monitor vessel and respond to follow-up enquiries.
• Manage pre-funding amounts and approvals before port calls, and adjust when needed.
• Maintain vessel files and update transactional systems in real time.
• Maintain proactive, efficient, and timely communication at all times.
• Report leads, opportunities and port updates to Manager.
• Monitor and record expenses during port calls.
• Ensure Cash-in-Transit as per WPS procedure.
• Follow up and approve supplier invoices.
• Achieve cost-effective Vessel Operations.
• Comply with WPS standards in ports/onboard vessels.
• Provide input to improve operational and cost efficiency of port calls.

Skills

Communication

Process understanding

Self-motivated

Proactive

Work under pressure

Problem solving

Operational planning

Port regulations

WASP

Stakeholder comms

Tools

WASP

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.

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