Operation Executive

INCHCAPE SHIPPING SERVICES (SINGAPORE) PTE LTD; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

Inchcape Shipping Services is seeking an Operations Executive in Singapore to lead end-to-end port calls with strong coordination across vessels, terminals and authorities. You will manage pre-arrival planning, berth and bunkering, crew changes and ancillary services to ensure smooth, compliant operations and high‑quality service.

The role emphasizes proactive communication, risk awareness and meticulous attention to detail in a fast-paced maritime environment.

Responsibilities

• Port Call Management - Singapore: pre-arrival planning, documentation and operational preparation.
• Coordination with vessels, terminals, port authorities and relevant stakeholders.
• Arrangement and coordination of berthing, anchorage, pilotage and towage requirements.
• Coordination and monitoring of bunker operations.
• Coordination of cargo operations and related operational requirements.
• Oversight and coordination of husbandry requirements, including third‑party providers.
• Coordination of crew changes, CTM, stores and other ancillary services.
• Vessel boarding and physical attendance when required.
• Stakeholder & Customer Coordination: maintain close communication with vessel Masters, owners/operators, charterers, traders, terminals, surveyors, authorities, suppliers.
• Act as a key operational point of contact throughout the port call.
• Provide clear, proactive operational updates.
• Ensure customer expectations and service standards are understood and delivered.
• Oversight of Malaysia Port Calls: manage sub‑agents to ensure consistent service across Singapore and Malaysia.
• Issue operational instructions and verify readiness.
• Monitor milestones and obtain timely updates.
• Intervene and escalate where needed to maintain service quality.
• Operational Monitoring & Proactive Communication: maintain a consolidated operational timeline for each port call.
• Monitor ETA, ETB, ETC and ETD and related milestones.
• Anticipate delays and communicate early.
• Identify risks and suggest mitigations.
• Escalate significant issues through proper channels.
• Compliance, Quality & Operational Control: ensure port calls follow SOPs, regulations and Inchcape procedures.
• Review PDAs, FDAs, supplier invoices and documentation for accuracy.
• Maintain records and follow up on incidents.
• Support corrective actions to reduce recurrence.
• Account Knowledge & Continuous Improvement: keep account instructions and port intelligence up to date.
• Share learnings with the team and participate in reviews.
• Provide operational feedback to Commercial teams for retention and improvement.
• Contribute to initiatives that improve efficiency and service quality.

Job description

Company Overview / Employee Value Proposition

Inchcape Shipping Services has supported global trade since 1847 by delivering expert port call services through 240+ offices in 60 countries. Our 2,500+ professionals provide safe, transparent, and reliable solutions for diverse sectors worldwide.

Job Summary

Operations Executive

Join Inchcape Shipping Services as an Operations Executive and play a key role in delivering safe, efficient and seamless port operations. Through strong operational coordination, proactive communication and expert local knowledge, you will support our customers and contribute to the smooth movement of global trade.

Key Responsibilities

1. Port Call Management - Singapore

• Pre-arrival planning, documentation and operational preparation.
• Coordination with vessels, terminals, port authorities and relevant stakeholders.
• Arrangement and coordination of berthing, anchorage, pilotage and towage requirements.
• Coordination and monitoring of bunker operations.
• Coordination of cargo operations and related operational requirements.
• Oversight and coordination of husbandry requirements, including those fulfilled by dedicated husbandry teams or third‑party service providers.
• Coordination of crew changes, Cash to Master (CTM), stores, spares and other ancillary services, where applicable.
• Vessel boarding and physical attendance when operationally required.

2. Stakeholder & Customer Coordination

• Maintain close and professional communication with vessel Masters, owners/operators, charterers, traders, terminals, surveyors, authorities, suppliers and other service providers.
• Act as a key operational point of contact throughout the port call.
• Provide clear, accurate and proactive operational updates without waiting for customers to request information.
• Ensure customer expectations, instructions and agreed service standards are understood and consistently delivered.

3. Oversight of Malaysia Port Calls

Oversee Malaysian port calls handled through appointed sub‑agents to ensure consistent service delivery across Singapore and Malaysia. This includes:

• Issuing clear and timely operational instructions to appointed sub‑agents.
• Verifying that required arrangements are confirmed and operational readiness is maintained.
• Monitoring key milestones throughout the port call.
• Obtaining timely and accurate operational updates.
• Intervening and escalating promptly where service performance, operational readiness or vessel schedules deviate from plan.
• Ensuring customers receive a consistent level of service and communication across both countries.

4. Operational Monitoring & Proactive Communication

• Maintain a single, accurate and consolidated operational timeline for each assigned port call.
• Closely monitor ETA, ETB, ETC and ETD, together with cargo, bunker and other critical operational milestones.
• Anticipate potential delays, conflicts or operational constraints and communicate these early.
• Identify operational risks and recommend practical mitigation measures before they impact the vessel or customer.
• Escalate significant operational issues promptly through the appropriate channels.

5. Compliance, Quality & Operational Control

• Ensure all port calls are managed in accordance with customer SOPs, local regulations, HSSE requirements and Inchcape procedures.
• Review PDAs, FDAs, supplier invoices and supporting documentation for operational accuracy and completeness.
• Maintain accurate operational records and supporting documentation.
• Record, investigate and follow up on service failures, customer complaints and operational deviations.
• Support corrective and preventive actions to reduce recurrence and continuously improve service delivery.

6. Account Knowledge & Continuous Improvement

• Maintain up-to-date account-specific instructions, operational contacts, customer requirements, lessons learned and relevant port intelligence.
• Capture operational learnings and share relevant information with the wider team.
• Participate in customer/account reviews where required.
• Provide Commercial teams with operational feedback and insights to support customer retention, service improvement and business development.
• Contribute to continuous improvement initiatives that enhance operational efficiency, customer experience and service quality.

What Success Looks Like

The Operations Executive is expected to take end-to-end ownership of assigned port calls , communicate proactively, anticipate operational issues and ensure that customers receive a consistent, reliable and high-quality service.

The role requires strong operational judgement, attention to detail, responsiveness and the ability to coordinate multiple stakeholders in a time-critical maritime environment.