Shipping Agency Manager

Role overview

Operations and coordination

• Oversee daily agency operations and coordinate vessel arrivals, departures, berthing, port calls, and schedules.
• Liaise with shipowners, ship operators, charterers, port and terminal authorities, customs officials, and other stakeholders.
• Arrange port services such as pilotage, towage, bunkering, crew changes, and provisions where applicable.
• Prepare and process shipping, clearance, cargo manifest, and other required documents.
• Maintain records of vessel movements, port calls, documents, client communications, and operational expenses.
• Coordinate emergency response arrangements and resolve urgent vessel-related issues when required.

People, clients, and service

• Supervise, guide, and support staff; allocate manpower, coordinate work schedules, and monitor productivity.
• Communicate with principals, clients, suppliers, and service providers to support timely updates and coordination.
• Manage customer inquiries, operational issues, and service complaints professionally and promptly.
• Maintain client relationships and support business development and new customer acquisition.
• Monitor service performance and identify opportunities to improve satisfaction, efficiency, and profitability.

Finance, compliance, and improvement

• Monitor agency expenses, port disbursements, supplier charges, and operational costs.
• Prepare or review PDAs, FDAs, invoices, and other financial documents where applicable; coordinate billing and payment follow-up with finance.
• Ensure compliance with maritime laws, port regulations, customs requirements, immigration procedures, and company policies.
• Monitor changes in regulations and port requirements; identify risks, investigate disruptions, and implement corrective actions.
• Develop and implement SOPs to improve workflow, documentation accuracy, and operational efficiency.
• Prepare operational updates for management covering vessel activity, service performance, financial matters, and challenges.

Qualifications and experience

• A diploma or bachelor's degree in Maritime Studies, Shipping Management, Logistics, Supply Chain Management, Business Administration, or a related field is preferred.
• Experience in shipping agency, ship, port, freight forwarding, or maritime logistics operations is advantageous; candidates with relevant shipping experience and leadership potential are encouraged to apply.
• Knowledge of vessel agency procedures, port operations, shipping documentation, maritime logistics, port clearance, customs documentation, immigration requirements, and maritime regulations.
• Familiarity with port disbursement accounts, vessel expenses, invoicing, and cost control is advantageous.
• Familiarity with shipping agency systems, vessel scheduling tools, and Microsoft Office or Google Workspace is advantageous.

Skills and working arrangements

• Strong leadership, communication, negotiation, organizational, and problem-solving skills; professional communication with clients and stakeholders.
• Ability to coordinate multiple vessel calls, supervise staff, manage priorities, and maintain accurate records.
• Responsible, honest, punctual, proactive, and detail-oriented, with strong financial awareness and customer service skills.
• Ability to work independently and collaboratively, under pressure and to strict deadlines, and make practical decisions during time-sensitive issues.
• Willingness to stay updated on maritime regulations, port procedures, and shipping industry developments.
• Flexible hours, including weekends, public holidays, and on-call duties when required to support vessel operations.