Marine Operations Executive (Crew Change & Bunkering Agency)

PANWOOD PTE. LTD.; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

PANWOOD PTE. LTD. seeks a Marine Operations Executive to coordinate crew changes and bunkering calls for vessels calling at Singapore.

You will act as the main operational contact for shipowners, ship managers, and crew providers, managing each call from pre-arrival planning through completion and documentation. The role requires sound judgment, clear communication, and the ability to manage multiple vessel calls at different stages simultaneously, including coordination of travel, transport,

Responsibilities

• Coordinate crew change instructions from shipowners and crewing departments, confirm joining and disembarking crew lists, flight itineraries, and vessel schedules.
• Review travel documents and arrange immigration and port clearance as required, following up on missing information before travel.
• Prepare a movement plan for signing-on and signing-off crew, including transfers, hotels, and boarding arrangements.
• Coordinate with Master, crewing, launch operators, transport providers, and agents to confirm reporting times and transfer points.
• Track flight arrivals and vessel movements against the plan; adjust arrangements for delays, missed connections, or ETA/ETD changes.
• Maintain a record of crew movements, timings, approvals, expenses, and supporting documents; issue updates to principals.
• Assist bunkering operations by confirming ETA, bunkering location, supplier, fuel grades, and delivery windows with involved parties.
• Create a post-operation report detailing timings, delays, outstanding documents, and actions required by the principal.
• Act as the main operational contact for the vessel before arrival, during the call, and through departure.
• Prepare pre-arrival instructions, service schedules, contact lists, and status updates for Master and service providers.
• Coordinate submissions, clearances, and port services; track deadlines and obtain confirmations before operations begin.
• Arrange supporting services such as launches, ground transport, accommodation, and contractor attendance.
• Monitor concurrent calls and maintain clear handovers for after-hours operations.

Job description

Job Summary

The Marine Operations Executive coordinates crew changes and bunkering calls for vessels calling at Singapore. The role acts as the main operational contact for shipowners, ship managers, Masters, crew managers, bunker suppliers, and local service providers.

The executive manages each assigned call from pre-arrival planning through completion and documentation. This includes checking crew travel and clearance arrangements, coordinating launch and land transport, aligning bunker barge schedules with vessel movements, and keeping all parties updated when schedules change. The role requires sound judgment, clear communication, and the ability to manage several vessel calls at different stages at the same time.

Key Responsibilities

1. Crew Change Coordination

Receive crew change instructions from shipowners, ship managers, and crewing departments. Confirm joining and disembarking crew lists, flight itineraries, vessel schedules, and any special travel or medical arrangements.

Review passports, seafarers' books, flight bookings, and supporting documents for completeness. Coordinate applicable immigration and port clearance arrangements and follow up on outstanding information before the crew travels.

Prepare a movement plan for signing-on and signing-off crew, covering airport transfers, hotel accommodation, launch boarding, vessel boarding or disembarkation, and onward travel.

Coordinate with the Master, crewing department, launch operators, transport providers, and boarding agents to confirm reporting times, boarding points, and transfer arrangements.

Track flight arrivals and vessel movements against the planned schedule. Rework arrangements when there are flight delays, missed connections, changes in vessel ETA or ETD, or changes to the boarding location.

Monitor each transfer until joining crew are confirmed onboard and departing crew have reached their agreed destination or been handed over for onward travel.

Escalate issues involving incomplete documents, entry clearance, unsafe transfer conditions, or tight flight connections. Present workable options to the principal and obtain instructions when additional expenditure or schedule changes are required.

Maintain a record of crew movements, actual timings, approvals, expenses, and supporting documents. Issue a completion update to the principal after the crew change.

2. Bunkering Agency Coordination

Receive bunker call instructions and confirm the vessel's ETA, intended bunkering location, nominated supplier, fuel grades and quantities as advised by the principal or supplier, and expected sailing schedule.

Liaise with the Master, Chief Engineer, bunker supplier, barge operator, surveyor, and relevant port service providers to confirm the operational sequence and expected delivery window.

Track vessel and bunker barge movements and communicate updated arrival, alongside, commencement, completion, and departure timings to the relevant parties.

Coordinate the bunkering schedule with other activities during the call, including crew changes, stores delivery, launch services, and planned vessel movements. Identify timing conflicts and confirm the revised sequence with the Master and principal.

Arrange attendance by bunker surveyors or other nominated representatives when instructed. Confirm boarding arrangements and ensure the vessel and attending parties have each other's contact details.

Maintain an accurate timeline of the operation and follow up for applicable documents, including the bunker delivery note, statement of facts, and survey reports where available.

Escalate barge delays, delivery interruptions, reported quantity or quality discrepancies, documentation issues, and any incident raised by the vessel or supplier. Record the facts, preserve relevant correspondence, and coordinate follow-up under the principal's instructions.

Issue a post-operation report covering actual timings, operational delays, outstanding documents, and any matter requiring the principal's attention.

3. Port Call Planning and Client Communication

Act as the assigned operational contact for the principal and vessel before arrival, during the call, and through departure.

Prepare pre-arrival instructions, service schedules, contact lists, and status updates for the Master, principals, and service providers.

Coordinate applicable submissions, clearances, and port services within the scope of the appointment. Track deadlines and obtain confirmations before the relevant operation begins.

Arrange supporting services such as launch boats, ground transportation, accommodation, and attendance by nominated contractors.

Monitor concurrent calls, prioritise time-sensitive movements, and maintain clear handovers for after-hours operations.

Communicate schedule changes promptly and state the expected impact on crew movements, bunker delivery, and vessel departure.

Coordinate with the duty team and service providers during evenings, weekends, and public