BOARDING AGENT

Gulf Agency Company; Richmond (CA); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

401(k) matching

Health insurance

On-the-job training

Paid time off

Vision insurance

Job summary

The Boarding Agent role at Gulf Agency Company in the United States requires coordinating day-to-day vessel operations from pre-arrival through departure and close-out. You will work with port authorities, terminals, and service providers to ensure regulatory compliance and timely information flow to customers and stakeholders.

You will own each port call with cost awareness, documentation, and real-time decisions, operating independently to ensure safe, efficient service and timely billing.

Qualifications

• High school diploma or equivalent required; higher education a plus.
• Experience in maritime, shipping, port operations, or logistics preferred.
• Detail-oriented with strong record-keeping and billing support.
• Comfortable in a fast-paced, 24/7 environment with shifting schedules.

Responsibilities

• Coordinate vessel arrivals, port stays, and departures with pilots, terminals, agents, and authorities.
• Act as main contact for assigned vessel calls, updating owners and teams.
• Attend vessels as needed and handle operational matters per procedures and port rules.
• Prepare and manage Disbursement Accounts and monitor port call costs.
• Ensure documentation is completed accurately and on time.
• Maintain timely updates in GAC systems reflecting status and costs.
• Coordinate ship requirements, vendor services, and Master/operator requests.
• Support timely job close-out and ensure services are captured for billing.
• Comply with port regulations, HSSE standards, and company policies.

Skills

MS Office

Operational mindset

Communication skills

Team collaboration

Tools

GACShip

Job description

Reporting to: Port Manager

Department/team: Shipping - Operations

Employment Type: Full-time

Travel requirements: Daily travel to work

Key Tech/Tools: MS Office365, Microsoft products, including Word, Excel, PowerPoint, and GACShip, which will be learned on the job

What would your day at GAC look like?

Coordinate vessel arrivals, port stays, and departures, working directly with pilots, terminals, agents, and government authorities to ensure smooth execution

Act as the main point of contact for assigned vessel calls, keeping owners, operators, and internal teams updated on status, changes, and key events

Attend vessels as required and handle all operational matters in line with company procedures and port requirements

Prepare and manage Disbursement Accounts and maintain awareness of port call costs throughout execution

Ensure all documentation is completed accurately and on time

Maintain accurate and timely updates in GAC systems to reflect vessel status, costs, and services

Coordinate and follow up on ship’s requirements, vendor services, and any requests from the Master or operator

Support timely job close-out by ensuring all services are captured and jobs are ready for billing

Ensure full compliance with port regulations, QHSSE standards, and company policies at all times

What’s in it for you?

This is your chance to become part of the global GAC team, which has been providing professional shipping, logistics, and marine services since 1956. Everything we do is guided by the GAC Spirit, built on mutual loyalty between management and staff, and a belief in the value of our people as individuals - not just for the jobs they do.

With more than 7,500 colleagues in 300 strategically located offices in more than 50 countries around the world, we focus on quality, safety, and sustainability with a human touch. Emphasizing a long-term approach, innovation and ethics, our flexible and integrated portfolios are designed to work within and support our customers’ operations.

Role Summary

The Boarding Agent is responsible for managing day-to-day vessel operations from pre-arrival through departure and close-out. This includes coordinating with port authorities, terminals, and service providers, ensuring all regulatory requirements are met, and keeping customers and stakeholders fully informed throughout the port call.

The role requires strong ownership of each job, including cost awareness, documentation, system updates, and timely job closure. You will be expected to operate independently, make decisions in real time, and ensure each port call is executed safely, efficiently, and without delay.

Note:

The candidate is expected to comply with the GAC Health, Safety, Security and Environment (HSSE) Policy and GAC HSSE Manual procedures that emphasize industrial and personal safety and environmental precautions. Shortlisted candidates will be subject to a background check that includes drug and alcohol screening.

Job requirements

What are we looking for:

• High school diploma or equivalent required; higher education or relevant certifications are a plus.
• Experience in a maritime, shipping agency, port operations, or logistics environment strongly preferred.
• Strong operational mindset — able to manage multiple vessel activities, coordinate with port authorities, and keep jobs moving without delays.
• Detail-oriented with the ability to maintain accurate records, complete documentation, and support billing processes
• Comfortable working in a fast-paced, 24/7 environment with changing vessel schedules and priorities.
• Confident communicator — able to work with vessel crews, owners/operators, and port authorities while keeping all parties informed.
• Proactive and solutions-driven — takes ownership of assigned vessel calls and resolves issues as they arise without waiting for direction.
• Willing and able to work in a port environment, including boarding vessels and working outdoors in varying conditions, with required PPE.
• Proficient in Microsoft Office applications; comfortable learning internal systems.
• Communication - able to manage correspondence with other port agents, vendors, and clients across multiple time zones and cultures with confidence and accuracy.
• Organizational Skills - Able to manage multiple vessel calls and client accounts simultaneously without losing track of deadlines, documentation, or follow-ups.
• Problem-Solving - Calm and resourceful when disruptions arise whether a delayed vessel, a vendor issue, or a last-minute client request and finding solutions quickly and keeping all parties informed.
• Adaptability - Comfortable operating in a fast-paced, ever-changing environment where priorities can shift with little notice.
• Customer Service Orientation - Genuinely committed to delivering a responsive, professional experience to clients and understanding that in this industry, reliability builds long-term relationships.
• Team Collaboration - Works effectively across GAC offices, agent networks, and internal teams, contributing to a culture of shared accountability and mutual support.

***Eligible to work in the United States

You will also enjoy:

• 401(k) matching
• Health insurance
• On-the-job training
• Paid time offVision insurance