Shipping Agency Manager

We are looking for a responsible, experienced, and proactive individual to oversee and manage the daily operations of the shipping agency, ensuring efficient vessel coordination, port operations, documentation, and customer service. The successful candidate will be responsible for coordinating vessel arrivals and departures, managing shipping documentation, supervising agency staff, liaising with shipowners, ship operators, port authorities, and other stakeholders, and ensuring that all shipping activities are completed safely, accurately, and on schedule.

The ideal candidate should have strong leadership, communication, organizational, and problem-solving skills, with a good understanding of shipping agency operations, maritime regulations, port procedures, and logistics coordination. The candidate should be able to manage multiple vessel calls, maintain strong client relationships, and ensure high standards of operational efficiency and service quality.

• Oversee and manage the daily operations of the shipping agency to ensure smooth and efficient vessel and port operations.
• Coordinate vessel arrivals, departures, berthing arrangements, port calls, and other related activities.
• Liaise with shipowners, ship operators, charterers, port authorities, terminal operators, customs officials, and other relevant parties.
• Arrange and coordinate port services, including pilotage, towage, bunkering, crew changes, provisions, and other vessel requirements where applicable.
• Ensure accurate preparation, submission, and processing of shipping documents, vessel clearance documents, cargo manifests, and other required paperwork.
• Monitor vessel schedules and operational progress to ensure activities are completed according to agreed timelines.
• Supervise, guide, and support shipping agency staff to ensure tasks are completed accurately and efficiently.
• Allocate manpower, coordinate work schedules, and monitor staff performance and productivity.
• Maintain effective communication with principals, clients, suppliers, and service providers to ensure timely updates and smooth coordination.
• Manage customer inquiries, operational issues, and service complaints professionally and promptly.
• Monitor agency expenses, port disbursements, supplier charges, and operational costs to ensure accurate cost control.
• Prepare and review port disbursement accounts (PDAs), final disbursement accounts (FDAs), invoices, and other financial documentation where applicable.
• Coordinate with the finance department to ensure timely billing, payment follow-up, and settlement of outstanding accounts.
• Ensure compliance with applicable maritime laws, port regulations, customs requirements, immigration procedures, and company policies.
• Monitor changes in shipping regulations, port requirements, and industry practices to maintain operational compliance.
• Identify operational risks, investigate service disruptions, and implement appropriate corrective and preventive actions.
• Develop and implement standard operating procedures (SOPs) to improve workflow, documentation accuracy, and operational efficiency.
• Maintain accurate records of vessel movements, port calls, shipping documents, client communications, and operational expenses.
• Monitor service performance and identify opportunities to improve customer satisfaction, operational efficiency, and profitability.
• Establish and maintain strong relationships with existing clients while supporting business development and new customer acquisition.
• Prepare operational reports and provide regular updates to management on vessel activities, service performance, financial matters, and operational challenges.
• Coordinate emergency response arrangements and resolve urgent vessel-related issues when required.
• Perform other duties and responsibilities assigned by management.

• Diploma or Bachelor's degree in Maritime Studies, Shipping Management, Logistics, Supply Chain Management, Business Administration, or a related field is preferred.
• Previous experience in shipping agency operations, ship operations, port operations, freight forwarding, or maritime logistics is an advantage.
• Candidates with relevant shipping experience and strong leadership potential are encouraged to apply.
• Good knowledge of vessel agency procedures, port operations, shipping documentation, and maritime logistics.
• Strong leadership, communication, negotiation, organizational, and problem-solving skills.
• Ability to coordinate multiple vessel calls and manage operational priorities effectively.
• Good understanding of port clearance procedures, customs documentation, immigration requirements, and relevant maritime regulations.
• Familiarity with port disbursement accounts, vessel operating expenses, invoicing, and cost control is an advantage.
• Ability to communicate professionally with shipowners, charterers, port authorities, clients, and service providers.
• Responsible, honest, punctual, proactive, and detail-oriented.
• Strong time-management skills and the ability to work under pressure and meet strict operational deadlines.
• Ability to handle unexpected operational issues and make practical decisions in time-sensitive situations.
• Familiarity with shipping agency systems, vessel scheduling tools, and Microsoft Office or Google Workspace is an advantage.
• Good financial awareness and the ability to monitor operational expenses and maintain accurate records.
• Ability to supervise staff, coordinate teamwork, and maintain high operational standards.
• Strong customer service skills and the ability to build long-term business relationships.
• Ability to work independently and collaboratively with different departments and external stakeholders.
• Willingness to stay updated on maritime regulations, port procedures, and developments in the shipping industry.
• Able to work flexible hours, including weekends, public holidays, and on-call duties when required to support vessel operations.