Main Purpose of the Job:
The purpose of this position is to comply with the operational documentation procedures of local port and customs, by meeting with all Hapag Lloyd norms and requirements, to enable smooth operations and to extend a quality service to Hapag Lloyd / ISS customers. Adhere to Principal work instructions and ISS documentation procedure.
- The primary role for this position is to perform all functions relating to the Liner Operations, to extend quality services to Hapag Lloyd / ISS Customers and to meet the expectation of the customers/principals adhering to the set KPI’s.
- Ensuring QHSSE standards are adhered to consistently in all operational and counter activities and providing reporting and monitoring the operational activities in a professional manner.
- Responsible for smooth coordination with principal, feeder operators, vendors, Govt. authorities, ISS HO and customers, working towards meeting and exceeding customer and principal expectations.
- Responsible for all the reports to be sent to HL / ISS & other stack holders with 100% accuracy, following up on undelivered containers and ensure timely response to queries.
- Support vessel operations and export/ import procedures related to Hapag Lloyd vessels call.
What you’ll do: (Key Accountabilities & Key Deliverables)
Administrative/ Clerical and Operational Support:
- Providing a full range of administrative / clerical and operational support to the Senior Operations Executive to ensure smooth functioning of the business through consistent, fair and equitable administrative practices and in congruence with the QHSSE standards of the ISS and Hapag Lloyd.
Import / Export Cycle
- Check in Freight Information System (FIS) and Port update for incoming vessel arrival
- Applying for Rotation, CVIA, VCN, berth application, clearing marine docs
- On receipt of Import Baplie, forward import discharge list to partners advising cut-off date time
- Arrange to co-ordinate with partners and HL import team for Import General Manifest (IGM/ SCMTR files), merging the same, also check and ensure error free and then filing with authorities within the deadline.
- Check import advance list received from HL for data quality and any anomalies to be fagged to HL Chennai for rectification.
- Arrange SMTP / empty movements through Pinnacle (HL Vendor)
- Check with Hapag-Lloyd on weekly basis for local feeder bookings and secure space
- Check gate open and cut off for each loading vessel and inform HL customer service booking(CSB)
- Ensure long term schedule is updated in the principal system and cut off is updated timely
- IEX services vessel schedule details with cut off time is disseminated to HL / Partners at lest 10 days prior vessel ETA
- For Main line vessel, coordinate with partner for export advance list/ reefer, DG, OOC/ Scrap and file with terminal in time.
- Co-ordinate with allocation / sales team for the vessel space management and CBF submission
- Collect BTL from the vessel planner and disseminates to all and ensure final CBF is provided within BTL and with accuracy.
- Run discrepancy with FIS, Inyard, Pinnacle list, TCST report and inform HL to clear discrepancy.
- Check for special request for HL and give priority when listing.
- Any damage received, coordinate with terminal and HL
- Collate Partner list with HL list as per format and provide EAL to terminal along with reefer/DG/OOG/Scrap manifests in time.
- On vessel sailing prepare loading summary / onboard list /account statement and forward to HL within 4hours
- Collect and collate EGM data and check for any error / missing details and ensure filing EGM/ SCMTR file within the deadline.
- Daily monitoring of the FIS schedule and inform pending DP updation to RAS Team and ensure vessel schedules are up to date.
- Monitoring terminal reefer reports and send to Hapag-Lloyd for confirmation on loading.
- Timely dissemination of EAL / manifests/ Pre-Accounts / Accounts reports
- Check longstanding units on terminal and report to Hapag-Lloyd for necessary action with customers.
- Follow up with account balance in HL account with authorities.
- Follow up on voyage return and filing of the voyage returns with Income Tax Department within the timeline.
Reporting:
preparation and submission of Management reports
- All monthly figures must be update by the month end and reported by the 1st of the following month to HO
- Monthly volume report
- Prepare and sent TDPR report to HL on the same day of vessel sailing.
- Prepare and update re-export data and upload in shared folder.
- IEX vessel loading/discharge/performance statistics.
Port Agency Operations:
- Coordinate effectively with terminal, sub-agents, customers, principal, vendors, planners, consortium partners, govt. authorities and to ensure smooth operation.
Data Integrity and Quality
- Monitor and evaluate the accuracy and timely updates of FIS & Optic systems in order to meet principal’s requirement and Key performance indicators within company set parameters.
- Ensure QHSSE policy is followed without any deviation.
- Ensure Liner KPI’s are maintained.
QHSE
- Ensure strict compliance to all relevant safety, quality and environmental procedures in accordance with ISS Quality Management System and ISS Health & Safety Environment Policies and procedures to deliver highest quality services to the customers.
Reporting:
- Arranged Monthly preparation and submission of Operational Liner report to the Liner Manager, to provide updates of performance and any irregularities and to ensure monthly submission of other operation, commercial and quality assurance reports
Key Deliverables:
- Overall ensure a seamless Operational, documentation & Reporting transparency
- Ensure error free working of processes / system updates and guidelines laid down.
- Implementation of ISS HSSE and Corporate policies at the respective branch office.
The post holder need to carry out any other duties within the scope and purpose of the job as requested by the Line Manager and ensure full utilization of all ISS systems according to Standard Operating Procedures.
Local traveling is required.
Who you are: (Required-Knowledge, Experience, Education & Skills)
- Essential: Graduate with 3 years functional experience in shipping line operations in an agency / shipping line.
- Sound PC knowledge including MS- Office Suite and proficiency on English language
- Two-wheeler license
- Skills
- Excellent inter-personal and effective communication at all levels, good customer service awareness, good organizational and administrative skills, numerate and methodical and good attention to detail
- Able to solve day- to- day problems.
Why Inchcape Shipping Services?
We believe in building a diverse and high performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training and expertise. We realise the value of our staff and know that your unique experiences, skills and passions will help you to build a rich and rewarding career in our dynamic industry.
Our values are at the centre of everything we do and the successful candidate will be expected to demonstrate and fully adopt these:
Global Perspective - we connect the world and see the bigger picture.
The Power of People - we rely on the strength of local agent knowledge and relationships.
Progress - we adopt new thinking and push for positive change in our industry.
In return, we will offer you:
A diverse range of benefits, depending on your geographical location. Globally as a minimum, you will receive:
- A retirement savings plan
- Life assurance
- Holiday starting at 26 days
- Healthcare
- Competitive salary
- Employee Assistance Programme
- Career development and progression opportunities
- Values Award celebration events
- Team building days
Plus, much more!
If you think that you have the right skills, knowledge and attitude to join our team, then we invite you to apply by simply clicking at the top of this advert!
#ISSthebiggerpicture
