Operations Executive

3. Job Roles and Responsibilities 3.1 Port Agency Operations • Handle port calls from nomination to job-file closure. • Coordinate with owners, charterers, operators, managers, and vessel Masters. • Submit statutory documents and port declarations on time. • Monitor vessel schedules, ETAs, and operational milestones. • Maintain updated job sheets, vessel line-ups, and records. • Provide timely operational updates and daily reports. • Respond promptly to principals’ queries. 3.2 Ship-to-Ship (STS) Operations • Coordinate STS nominations, locations, and operational schedules. • Verify vessel particulars, compatibility, mooring plans, and checklists. • Coordinate with STS teams, POAC, and boat division. • Arrange permits, approvals, fenders, hoses, and support craft. • Monitor STS operations and record timings. • Prepare STS SOF, quantity reports, and documentation. • Develop independent STS handling skills under supervision during the 90-day period. • Handle STS operations independently only after approval from the Operations Head. 3.3 Cargo Operations • Coordinate loading and discharging of various vessel types. • Liaise with terminals, stevedores, surveyors, and contractors. • Arrange pilotage, towage, mooring, and launch services. • Process bills of lading, manifests, delivery orders, and customs documents. • Monitor cargo operations and record critical timings. • Prepare NOR, SOF, and cargo documentation promptly. 3.4 Husbandry and Personnel Change • Handle assigned husbandry files and related activities. • Arrange crew transport, medical services, provisions, and vessel supplies. • Coordinate bunkering, fresh water, repairs, and waste disposal. • Manage crew joining and repatriation formalities. • Coordinate visas, immigration, port clearance, and PRO requirements. • Arrange crew accommodation, transportation, and meet-and-greet services. • Coordinate customs clearance and gate passes for stores and spares. 3.5 Distress and Emergency Operations • Respond to emergency, distress, and unscheduled vessel calls. • Coordinate medical evacuations, towage, salvage, and repair services. • Escalate emergencies immediately to the concerned managers. • Liaise with owners, charterers, P&I correspondents, and authorities. • Maintain records of timings, instructions, expenses, and actions taken. 3.6 Disbursements and Documentation • Prepare PDA/EPDA and request funds before vessel arrival. • Submit FDA with supporting invoices within company timelines. • Verify vendor invoices and investigate discrepancies. • Identify the appropriate liability for vessel-related expenses. • Submit SOF and signed Job File Checklist within one working day of vessel sailing. • Issue Quality Questionnaires and follow up for completion. • Maintain job files, operational logs, and daily reports. • Submit required Oman regional operational data. 3.7 Teamwork and Coordination • Coordinate closely with Mr. Samar Simha and Mr. Ajmal. • Share operational knowledge, principal details, and vendor contacts. • Provide shift, leave, and workload coverage for colleagues. • Ensure proper written handovers of ongoing vessel calls. • Support husbandry, bitumen, and cargo operations as required. • Guide junior staff and new joiners. • Support other desks as directed by the Operations Head. 3.8 Safety and Compliance • Follow Omani maritime regulations, port rules, ISPS, HSSE, and QMS requirements. • Use appropriate PPE during port and vessel operations. • Report incidents, near misses, and delays immediately. • Protect confidential commercial and operational information. • Maintain receipts and records for all CTM transactions and company funds. 4. Key Performance Indicators (KPIs) • Timely statutory submissions and minimal avoidable operational delays. • PDA issuance and fund requests before vessel arrival. • FDA submission with complete supporting documents within deadlines. • 100% timely submission of SOF and Job File Checklist. • Timely operational updates to principals. • Independent STS readiness within 90 days, subject to management approval. • Proper escalation and documentation of emergencies. • Effective operational coverage and handovers among team members. • Maintenance of required principal and ter Bachelors