Malaysia - Boarding Officer

ISS Group Holdings Limited; Pasir Gudang; On-site; MYR 67,000 - 100,000; Full time

Job summary

Inchcape Shipping Services in Malaysia seeks a Vessel Boarding Officer to manage arrival and departure formalities at ports, coordinating with ship crews, port authorities and service providers. This on-site role requires meticulous HSSE compliance and proactive communication to ensure smooth operations.

You will be the on-ground representative, handling vessel documentation, crew changes and regulatory requirements while upholding the company's standards and 24/7 readiness to respond to

Responsibilities

• Attend vessels at berth, anchorage, or offshore terminal to facilitate arrival, port stay, and departure formalities.
• Coordinate with port authorities, immigration, customs, marine department, and other government agencies on clearances and inspections.
• Deliver and collect ship documents (e.g. crew lists, arrival/departure declarations, port clearance, cargo documents).
• Assist in crew changes, including identity verification, gate pass arrangements, and immigration coordination.
• Ensure compliance with safety and security protocols (ISPS Code) while onboard and at port.
• Communicate vessel schedules, operational instructions, and requirements between ship, agency, and shore-based stakeholders.
• Coordinate supply deliveries, repairs, and husbandry services as needed.
• Maintain accurate and timely records of boarding activities, reports, and expenses.
• Support emergency operations or last-minute vessel requirements outside regular working hours.
• Uphold the company’s service standards and represent its interests professionally at all times.

Job description

Who are Inchcape At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organizations.

We have an ambitious growth model, and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Main Purpose of Job:

The Vessel Boarding Officer is responsible for attending vessels upon arrival and departure at Malaysian ports to facilitate and coordinate operational, regulatory, and compliance-related activities. This role acts as the primary on-site representative for the company, ensuring smooth communication between the ship's crew, port authorities, and service providers. The Officer must ensure that all port formalities, documentation, and logistics are handled in compliance with Malaysian maritime regulations and company standards.

Key Responsibilities:

• Attend vessels at berth, anchorage, or offshore terminal to facilitate arrival, port stay, and departure formalities.
• Coordinate with port authorities, immigration, customs, marine department, and other government agencies on clearances and inspections.
• Deliver and collect ship documents (e.g. crew lists, arrival/departure declarations, port clearance, cargo documents).
• Assist in crew changes, including identity verification, gate pass arrangements, and immigration coordination.
• Ensure compliance with safety and security protocols (ISPS Code) while onboard and at port.
• Communicate vessel schedules, operational instructions, and requirements between ship, agency, and shore-based stakeholders.
• Coordinate supply deliveries, repairs, and husbandry services as needed.
• Maintain accurate and timely records of boarding activities, reports, and expenses.
• Support emergency operations or last-minute vessel requirements outside regular working hours.
• Uphold the company’s service standards and represent its interests professionally at all times.

Key Accountabilities:

• To be 24/7 available to all operational needs and concerns.
• Doing Vessel clearance inward and outward
• Update MMSW and SCS System
• Liaise with related government authorities, eg, Custom, Immigration, Marine Department
• Doing paperwork, customs, quarantine, immigration requirements and approvals on the arrival and departure of the vessel in port.
• Deliver Parcel onboard
• Collect Water and Fuel sample from vessel for analysis
• Open DHL appointment for collection of Parcel / Fresh Water / Fuel Sample Etc.
• Apply temporary Port Pass
• Arrange crew to Medical / Book transport
• Update K4 manifest in Dagang Net system
• Open One-Da appointment for vessel operations (Liner / Tanker).
• Adhere to additional task requested by superior.

Management of Risk:

• (Operational Risk, Health and Safety, Compliance and Corporate Mission Statement)

I will ensure that I read, understand and comply with all company HSSE, Compliance and Ethics policies and procedures in effect in the Company’s Intranet, Athena, which may be updated from time to time- and avoid any activity that might lead to, or suggest, a breach of these policies. If there is an element of doubt, I will seek clarification. The term ‘Compliance’ covers all legislation, rules and codes in which the company must adhere to.

I confirm that I will satisfactorily complete any training in relation to HSSE, Compliance and Ethics, as deemed necessary by the Company and will continually support and demonstrate the principals laid out in the ISS Code of Excellence and ISS Mission Statement.

I understand that a breach of Company policies or failure to carry out necessary training may lead to disciplinary action being taken.

Why Inchcape Shipping Services?

We believe in building a diverse and high-performing workforce that works together to provide our customers with the exceptional service they deserve. To reach the highest standards, we depend on our people, their welfare, training and expertise. We realize the value of our staff and know that your unique experiences, skills and passions will help you to build a rich and rewarding career in our dynamic industry.

Our values are at the cente of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective - we connect the world and see the bigger picture.

The Power of People - we rely on the strength of local agent knowledge and relationships.

Progress - we adopt new thinking and push for positive change in our industry.

In return, we will offer you:

A diverse range of benefits, depending on your geographical location. Globally, as a minimum, you will receive:

• A retirement savings plan
• Life assurance
• Holiday
• Competitive salary
• Employee Assistance Programme
• Career development and progression opportunities
• Values Award celebration events

Plus, much more!

Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location.

Inchcape is an Equal Employment Opportunity Employer and equality, diversity and inclusion are at the centre of everything we do. We recognise that our customers, colleagues, contractors and other partners are central to our success and that we work in a diverse society. We acknowledge not only our legal, but also our moral responsibility to ensure all groups have equality of opportunity.