Malaysia - Operations Executive - SPOR

Inchcape Shipping Service; Shah Alam; Hybrid; MYR 60,000 - 95,000; Full time

Benefits offered by this job

A retirement savings plan

Life assurance

Healthcare

Competitive salary

Employee Assistance Programme

Career development and progression p

Values Award celebration events

Team building days

Hybrid Working Model (Role Dependant)

Job summary

Inchcape Shipping Services Malaysia seeks an Operation Executive – SPOR to manage centralized port call handling, PDA submissions, and disbursement workflows across APAC. You will coordinate with local port agents, principals, and finance teams to ensure accurate information and timely settlements.

The role requires strong system proficiency (OpticHub, OpticLPA, Unit4), meticulous cost control, and effective communication with UK AR teams and local partners.

Qualifications

• Essential: Diploma or Bachelor's degree in Finance, Maritime Studies, Logistics & SCM.
• Experience with port operations, PDA/FDA workflows, and cost settlements is preferred.
• Excellent English communication and financial control skills.

Responsibilities

• Coordinate vessel/port call appointments and verify operational requirements.
• Prepare PDA submissions and monitor prefunding requirements for timely funds.
• Prepare cost estimates and settle FDA with accurate cost data.
• Perform financial reconciliations and review Statements of Account.
• Liaise between principals, ports, vendors, LPAs, and internal teams

Skills

OpticHub/OpticLPA/Unit4

Accuracy & Attention to Detail

Time Management & Agility

Cross-Functional Communication

Education

Diploma or Bachelor's Degree in Finance, Maritime Studies, Logistics & SCM

Tools

OpticHub

OpticLPA

Unit4

Job description

Who we are?

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.

Job Purpose :

The Operation Executive – SPOR is responsible for executing centralized port call handling, appointment management, disbursement conversion, and financial/remittance workflows for restricted jurisdictions across selected countries within APAC region. As part of ROC APAC located in Malaysia, the incumbent acts as the operational bridge between Local Port Agents (LPAs), Principals, and finance functions teams.

Duties and Responsibilities:

• Appointment Handling & Verification - Coordinate vessel/port call appointments, verify operational requirements, and ensure all documentation and information are accurate and complete.
• PDA Submission & Prefunding Management - Prepare and submit PDA, monitor prefunding requirements, and follow up to ensure timely receipt of funds.
• Cost Estimate & Final Disbursement Settlement - Prepare cost estimates, validate operational expenses, and manage the preparation and settlement of FDA.
• Reconciliation & SOA Governance - Perform financial reconciliations, review Statements of Account, resolve discrepancies, and maintain compliance with financial controls and reporting standards.
• Operational & Financial Communication - Serve as the key liaison between principals, ports, vendors, and internal stakeholders, ensuring timely and accurate communication on operational and financial matters

Knowledge, Skills and Abilities :

Essential :

• System Proficiency: Operational command of specialized maritime and financial platforms, specifically OpticHub, OpticLPA, and Unit4.
• Accuracy & Attention to Detail: High precision in verifying dual DA labels (USD for agreed rates vs. Local Currency for operational costs), invoice figures, and FX conversions.
• Time Management & Agility: Ability to process PDAs promptly prior to vessel arrival to account for time zone differences between the UK, ROC Malaysia, and local port operations.
• Cross-Functional Communication: Clear professional communication skills in English to liaise between SPOR UK AR teams, local AR/Finance units, LPAs, and global principals.

Desirable:

• Maritime & Port Operations Knowledge: Understanding of local port agent workflows, PDA/FDA structures, Cost Estimates (CE), and vessel husbanding.

Education and Professional Qualification :

Essential:

• Diploma or Bachelor's Degree in Finance, Maritime Studies, Logistics & Supply Chain, related discipline.

Desirable:

• Certification/Coursework in Port Agency Operations or Shipping Agency Procedures.

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 realise 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 centre 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
• Healthcare
• Competitive salary
• Employee Assistance Programme
• Career development and progression opportunities
• Values Award celebration events
• Team building days
• Hybrid Working Model (Role Dependant)

Plus, much more!

#ISSthebiggerpicture

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.

#LI-MB1