Vessel Operations Coordinator

Gulf Agency Company; Richmond (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

401(k) matching

Health insurance

On-the-job training

Paid time off

Vision insurance

Job summary

Gulf Agency Company in Richmond, CA seeks a Boarding Agent to manage day-to-day vessel operations from pre-arrival to close-out, coordinating with port authorities, terminals, pilots, and service providers. You will ensure regulatory requirements are met and keep customers fully informed throughout the port call.

This full-time role requires ownership, cost awareness, precise documentation, and timely job closure.

Qualifications

• High school diploma or equivalent required; higher education or relevant certifications are a plus.
• Experience in maritime, shipping agency, port operations, or logistics environment preferred.
• Detail-oriented with ability to maintain accurate records, complete documentation, and support billing processes.
• Strong operational mindset to manage multiple vessel activities and coordinate with port authorities without delays.
• Comfortable working in a fast-paced, 24/7 environment with changing vessel schedules and priorities.
• Confident communicator with vessel crews, owners/operators, and port authorities.
• Proactive and solutions-driven with ownership of assigned vessel calls.
• Willing to work in port environments outdoors with required PPE.
• Proficient in Microsoft Office; comfortable learning internal systems.
• Able to manage correspondence across time zones and cultures.
• Strong organizational and prioritization skills.
• Calm and resourceful problem solving in disruptions.
• Adaptable to fast-changing priorities.
• Customer service orientation to build long-term relationships.
• Team collaboration across offices, agents, and internal teams.

Responsibilities

• Coordinate vessel arrivals, port stays, and departures with pilots, terminals, agents, and authorities.
• Act as main contact for assigned vessel calls and update owners, operators, and internal teams on status and changes.
• Attend vessels as required and handle all operational matters per procedures and port requirements.
• Prepare and manage Disbursement Accounts and monitor port call costs.
• Ensure all documentation is completed accurately and on time.
• Maintain timely updates in GAC systems reflecting vessel status and costs.
• Coordinate vendor services and requests from the Master or operator.
• Support timely job close-out by ensuring services are captured for billing.
• Ensure compliance with port regulations, HSSE standards, and company policies.

Skills

Maritime operations

Vendor coordination

Communication

MS Office

Attention to detail

Problem solving

Organizational skills

Team collaboration

Customer service

Adaptability

Education

High school diploma

Tools

MS Office

GACShip

Job description

Gulf Agency Company in Richmond, CA seeks a Boarding Agent to manage day-to-day vessel operations from pre-arrival to close-out, coordinating with port authorities, terminals, pilots, and service providers. You will ensure regulatory requirements are met and keep customers fully informed throughout the port call.

This full-time role requires ownership, cost awareness, precise documentation, and timely job closure.