Port Manager

Who We Are:

At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organizations.

Purpose

Reporting directly to the West Coast Manager, the role shall be primarily responsible to manage vessel agency and associated ISS activities in port of Mumbai, Dharamtar, Dighi, Jaigad and any other port as decided by the west Coast Manager. The role has P&L (profit and Loss) responsibility i.e. responsibility to achieve Revenue and EBITDA targets allocated by West Coast manager. Being Port Manager for Mumbai location, ensure all location team members are aligned with Inchcape process and ensure to comply with ISS QMS & QHHSE policies.

Scope of Role

• Head the (Location – AOR) Marine teams and all Vessel Operations. Oversight of all ports under the Area of Operation as described by West Coast Manager.
• Coordination of all vessel’s operation & crew logistics at respective port Locations. Oversee of monthly KPI reports and weekly intelligence reports to submit to Intelligence team, Coast Manager and Country Manager – India.
• Supervision and guidance of junior staff and training them in the Inchcape way.
• Ensuring all QMS & QHSSE standards are being followed in the execution of all operational activities comply with set procedure as per ISS Standards, Jointly with the location teams regularly re-visit and update the relevant QHSSE documents and save on location Marine Shared folders.
• Utilise ONEDA system and Optic as per Standard Operating Procedures
• Oversee to Location team members updation OneDA and Optic and ensure to set KPI are met.
• Complete all LMS Training (including Mandatory training) on timely basis.
• All Open Jobs / CAR’s for locations to be promptly closed
• Vendor management to be overseen and handled properly.
• Develop and maintain a good relationship with Senior Port / Customs / Immigration Officials.
  
  

Duties and Responsibilities: -

P&L Responsibilities

Responsible to West Coast Manager and Area Manager South Asia for ensuring allocated revenue and EBITDA budget are achieved.

Sales and marketing

Work jointly with team as well as Management / commercial team members to review market and port businesses. Identify new business opportunities and assist the commercial team in winning new business so that the budgeted revenue can be achieved. Role will require meeting customers to develop and retain relationships. May also require to travel out of India to meet customers subject to approval as per ISS policies.

Co-ordination, Supervision and Monitoring:

Supervision and monitoring all Operation and Documentation activities on day to day basis and to ensure all processes are carried out in a timely and professional manner based on the Company’s objectives, overseeing all documentations and assignments and to ensure appropriate documentations / clearances are done.

• Formulate guidelines to implement right shipping practices & procedures for the team and align local SOP as needed.
• Ensure compliance to customs regulation & tariff for import / export and marine/cruise statutory tariff.
• Oversee submission of shipping documents to port & customs, payment of Light dues.
• Ensure LPA’s adherence to principal’s procedure.
• Follow-up for invoices from Port and local vendors so as to avoid delays in closing appointment.
• Check Invoices received / log and updated in OneDA system.
• Evaluate information /results and choose the best solution to solve problems.
• Monitor Locations Vendors such as Documentation agent’s, Hotel and Transport etc... performance and evaluate annually.
  
  

Marine Operations:

• Knowledge of Mumbai port and her local regulations ( 10 to 15 years of port Agency experience in Mumbai port required)
• Key compliance requirements for foreign vessels
• Coordination with port authorities
• Operational Scenarios / Problem-Solving
• Team Leadership and Coordination
• Oversee declaration and advance notifications pertain to the vessels handling at Mumbai & Jaigarh locations and ensure smooth service delivery.
• Oversee communications with all concerned parties, including Terminal/ Shippers and Receivers.
• Oversee communications with Master/ Principals on Pre- arrival requirements
• Oversee Vessel inward outward clearance.
• Oversee crew logistics arrangements and take corrective actions where necessary.
• Oversee vessel requirements, delivery of CTM, spares, repairs, supply, medical assistance, survey
• Coordinating with the principles for DA Queries and with DAC team when required.
• Ensuring prefund against PDA prior vessel arrival for SPOT calls and from HUB customers/principals as and when required.
• Emails to be responded within 30 minutes of receipt. Each location must provide Market intelligence report, Vessel line up, for Clipper data, LNG, Fertilizer Sugar, Cruise updates in India and any report being requested by Commercial /Intelligence team. Target 100% adherence.
• Location office must be 100% QHSSE compliant and ready at any given time. All CAR’s (audit / customer escalations, including old open CAR and OFI’s) needs to be closed within 10 days of CAR being raised. Maintain performance dash boards for your coast locations.
• All appointments (including CLS & HUB) opened in OneDA & Optic must be updated by LPA with ATA and Vessel E-Mail within 24hrs of berthing. Subsequently ATS to be updated. This is to be enforced strictly and oversight maintained by you.
• Oversight on obtaining Income Tax Clearances/ filing returns for Marine.
• Complete Freight tax documentation jobs know how until Final tax payment.
• All advance fund request for port charges or vendors should be submitted with standard format set by the management and indicate the estimated revenue to be generated.
• Oversight that all appointments to be closed to CE with 48 hours of ATS, and DA to be closed within 20 days of ATS. Follow-up for outstanding for locations.
• Oversee that Trade notices / Circulars & Tariff changes from Port, Customs, DG Shipping, Immigration must be stored on the location common drive and on Location Q-share point. Escalate any matters of concern to the Country Manager.
  
  

Debt Control:

Follow up and monitor the disbursement accounts turnaround and debt collection with the purpose of maintaining a low average of debtors and credit periods within company set guidelines. Must pre-work on the port calls being handled by on profit and cost of sales before sending initial PDA and accepting the call and ensure to make max profit.

Safety, Quality and Environment:

Ensure strict compliance to all relevant safety, quality, and environmental procedures in accordance with ISS Quality Management System and ISS Health and Safety Environment policies and procedures to deliver highest quality services to the customers.

Customer Service Excellence:

Identify, understand, and meet internal customer needs by demonstrating high level of commitment and applying maximum efforts to achieve results to the highest quality standards thus maintaining and exceeding customer satisfaction. Applying promptly corrective actions to the service failures and ensuring that they do not reoccur in the future.

Data Integrity and Quality:

• Ensure QHSSE policy is followed without any deviation and achieve Clean Internal Audit reports for WCI.
• Ensure 100% accuracy in updating data input in OneDA & Optic.
• Ensure Marine KPI’s are maintained & QHSE documents and location audit files kept updated
  
  

Vendor Management:

Periodic review, evaluation, costing, initial assessment and renegotiation of vendor terms and conditions keeping in view current market trends, competition, and business gains with the purpose of verification of supplier’s product. Catalogue information to ensure all third-party providers are complying with ISS standardsin delivery of high-quality services thus meeting and exceeding customer satisfaction goals.

Reporting:

Monthly preparation and submission of Operational reports as required to the Country Manager to provide updates of performance and any irregularities and to ensure monthly submission of other operation, commercial and quality assurance reports.

Teamwork:

Keep colleagues and Operations leadership team updated of progress made with discharge and loading operations for the purpose of advising them promptly of any operational problems which may arise and to enable them to troubleshoot with sufficient lead time.

Documentation Verification:

Oversee the verification of documentation relative to customs requirements for smooth custom clearance. Procedures and to ensure preparation of documents using FIS. Create a portfolio for all clients and customer.

Marine related operations:

Oversee the handling of crew changes / Meet & Greet / Marine services of full call & OPA, Offshore services, Government Services, Cruise services and Documentation calls.

Corporate Compliance:

Ensuring 100% corporate compliance and ethics policies in all activities. Any concerns to be immediately escalated to the country manager.

Knowledge

• Graduate level required.
• PG Dip / MBA in Shipping/Logistics field is desirable.
• Knowledge of Mumbai and nearby port operations/port parameters etc
• Experience of office management and interfacing with external service providers
• Understanding of Quality / Compliance & HSSE regulations.
  
  

Skills

• Proficient in using computers and working on IT applications/ platforms as required in Shipping agency firms.
• Ability to lead large teams locally and remotely with the ability to adjust communication style for different situations and cultures
• Strong verbal and written communication skills
• Planning and Delivery skills.
• Comfortable in working in a fast-paced environment where each day brings new challenges.
• Competent user of full Microsoft Office package including Word, Excel, and Outlook
  
  

Experience

• 10 to 15 years of experience in Vessel Agency operations within Port of Mumbai.
• Effective team player experienced in facilitating collaboration and change.
• Proven ability to manage vessel full calls in India effectively and the ability to achieve seamless operational success.
  
  

Inchcape’s Clarified Personality

Assertive, point the way, provide solutions and lead by example

Articulate, share expertise, knowledge and opinions with passion and precision

Uncomplicated, smooth, and efficient service