Sea Mark is seeking a motivated and results-driven Assistant Operations Manager to join our team at our Secaucus, NJ location.
General
Under the leadership, direction and supervision of the Managers of Agency Department, the ship Agent performs the following functions and completes other jobs given by the Managers of Agency Department.
It is the right and duty of ship Agents to continue improving service quality and make suggestions to the management for improving work efficiency, service quality, business development and so on.
Maintain good relationships with the officials of the federal and local authorities, close contact with terminals, stevedores, other parties concerned and efficient communications with principals / operators.
Maintain all required records, documents in appropriate ship / principal files, and make the entry in electronic System in time.
Monitor and distribute fax and telex communications to all concerned.
Report directly to the Managers of Agency Department. Have the right to report directly to the President, when it is necessary.
Boarding
Attend to the vessels at time of arrival and sailing as well as periodic visits while the vessel is in port. Assist the Master as required during the officials visit.
Arrange for arrivals, departures and clearance.
Coordinate vessel activities with U. S. Coast Guard, U.S. Customs and Board Protection, and all other federal state or local governmental authorities.
Arrange for docking, undocking and shifting within ports.
Order labor as necessary.
Supervise loading and discharging operations.
Report on the vessel’s daily position to owners and parties concerned
Update port conditions and report to the parties concerned.
Prepare loading, discharging, cargo and other documents subject to approval of the vessel / manager. Forward documents by fax / mail / courier to principal / agents at next port as instructed.
Prepare estimates of vessel disbursement accounts when necessary.
Collect, check, verify and approve vendor invoices and transfer the same to Sea Mark Accounting Department.
Assist vessels in shortening the stay in port. Expedite vessels in the most cost-effective manner on behalf of principals. Assist vessel in passing U. S. Coast Guard P. S. C. inspections.
Assist vessels in passing ISPS inspections.
Assist vessels in preparing cargo holds and compartments and passing condition inspections.
Assist vessels in preventing and fighting against bad weather (natural calamities).
Assist vessel/owner in handling claim cases.
Assist vessels in the arrangements of repair, replenishing bunkers, fresh water, lubricate oils, stores and provision, charts and publications, applying certificates, etc.
Handle crew matters, such crew exchange, shore visits and others.
Deliver cash to mater, vessel spare parts, mails, charts and publications, etc.
Provide customers with port information including regulations, tariffs, weather, vessels line up, emergency, etc. and update the above-mentioned information.
Vessel port disbursement control
Before requesting Sea mark Accounting Department transferring the fund to vendors, check the estimate port disbursement proforma and confirm it is correct and record in the operation system.
As soon as vessel departs, collect the related invoices covering the expenses that occurred during vessel’s stay in port.
Check each invoice as per the tariff and supporting document and confirm it is correct.
The related invoices should be filed to Co Business operation system no later than 30 days after vessel sailed.
Key Activities
Handle vessel operations for port entry, berthing/unberthing, cargo/crew , departure clearance
Supervise port calls in other countries by acting as Hub Agent.
Work/communicate with various stakeholders for ship matters related to the port call.
Physically attend the vessel/act as a boarding officer for ship entry/clearance or whenever is deemed necessary.
Generate PDA and forward it to Principals if required.
Thoroughly check & submit the vessel’s invoices related to the port calls to the accounting department to generate FDA and updates during all stages of port call