Ships Agency Operator – WHPS (Xiamen)

About the role

The Ships Agency Operator supports vessel arrivals and departures within the Xiamen area, acting as the WPS representative for crew and officers. The role ensures smooth port calls by following established work processes, standards, and the VOSS operating system.

Key responsibilities

• Attend and board vessels as directed, complying with WPS SOPs and customer requirements.
• Coordinate all aspects of assigned port calls to guarantee efficient vessel operations.
• Advise on contractor selection and manage competitive quotations for goods and services.
• Maintain strict compliance with Ships Agency processes, using VOSS for reporting and documentation.
• Monitor vessel status, report arrival, sailing, cargo, and condition times, and handle after‑hours enquiries.
• Secure appropriate pre‑funding approvals before port calls and manage additional funding needs.
• Maintain up‑to‑date vessel files and transactional systems in real time.
• Communicate proactively and professionally with internal and external stakeholders.
• Track and approve supplier invoices, monitor expenses, and suggest cost‑efficiency improvements.
• Handle cash‑in‑transit procedures, arrange quarantine, immigration, and customs clearances.
• Collect and process ship documents, arrange sign‑on/off and gate passes, and ensure cargo requirements are met.

Required profile

• Ability to attend and board vessels in accordance with SOPs.
• Familiarity with port call procedures and vessel documentation.
• Capability to act as a representative to vessel crew and officers.
• Commitment to compliance with agency standards and reporting requirements.

Required skills

• Proficiency with the VOSS operating system for ships agency operations.