Operations Coordinator

The Vessel Operator – Marine Agency Services is responsible for the end-to-end coordination of bunker and husbandry calls for vessels calling at Singapore, while being based in our Ho Chi Minh City office. The role is functionally similar to that of a boarding agent in terms of scope and responsibility, but IT is entirely shore-based and does not involve physically boarding vessels. You will serve as the central point of contact for shipowners, charterers, managers, bunker traders, suppliers, and local port stakeholders, ensuring that all services are planned, executed, and closed out safely, efficiently, and in full compliance with Singapore port regulations and company standards. 1. Operational Planning & Coordination

Coordinate all aspects of bunker-only and husbandry calls for vessels calling Singapore, from nomination to completion and final disbursement.

Follow port call instructions, and client SOPs to ensure services are arranged as per principal expectations.

Plan services in advance based on ETA, vessel schedule, terminal/anchorage allocation, and regulatory

requirements:.

Prepare and distribute port call instructions to all relevant stakeholders (suppliers, launch/launch operators, crewing agents, ETC.).

Set up communication channels with PICs to ensure smooth and timely updates 2. Bunker Call Management

Arrange and coordinate bunkering operations at Singapore anchorage or berth in alignment with local regulations and industry best practices.

Liaise with bunker suppliers, barge operators, and surveyors to confirm schedules, quantities, grades, sampling

requirements:, and safety procedures.

Monitor bunkering progress in real time via communication with suppliers, surveyors, and the vessel’s designated contact.

Record the vessel’s activities, noting times, actions and a full statement of facts.

Ensure all bunker-related documentation (e.g., Bunker Delivery Notes, survey reports) is obtained, checked, and filed as per company and client

requirements:.

Proactively identify and address potential issues affecting bunker operations (e.g., congestion, weather, supplier delays). 3. Husbandry Services Coordination

Arrange all required husbandry services, including but not limited to:

Crew changes, sign-on/sign-off, and repatriation arrangements

Immigration, visa, and work permit documentation via trusted local partners

Cash to Master (CTM), including coordination with local office (Boarding Officer), couriers, and launch services

Medical assistance and hospital visits for crew, where required, through approved medical providers

Delivery of provisions, bonded stores, cabin/engine stores, and spare parts

Courier and logistics arrangements for documents and critical spares

Coordinate with local agents and service providers in Singapore to ensure timely and compliant execution of all husbandry tasks.

Confirm service completion and obtain all necessary receipts, delivery notes, and supporting documents. 4. Documentation & Regulatory Compliance

Prepare and submit port call documentation through local office in line with the Maritime and Port Authority of Singapore (MPA) and other relevant regulations.

Ensure that all declarations, manifests, crew lists, visas, and permits are accurate and submitted to the relevant authorities within required timeframes.

Maintain up-to-date knowledge of Singapore port rules, bunkering regulations, immigration and quarantine

requirements:, and safety standards.

Ensure full compliance with company policies, client

requirements:, and applicable international regulations (e.g., ISPS, MARPOL, local anti-corruption rules). 5. Communication & Stakeholder Management

Act as the primary 24/7 operational contact (within shift or duty arrangements) for assigned vessel calls.

Maintain clear, professional, and proactive communication with:

Principals (owners, charterers, managers, operators)

Local office and port authorities in Singapore

Bunker suppliers and surveyors

Crewing agencies, medical providers, and logistics partners

Provide regular status updates, ETA/ETD changes, and operational reports to clients and internal stakeholders.

Escalate significant operational risks, delays, incidents, or disputes promptly to line management. 6. Financial Control & Disbursements

Prepare Proforma Disbursement Accounts (PDA) based on service estimates and tariffs; obtain client approval where required.

Monitor and control costs for each port call, ensuring services are within agreed budgets and in line with commercial expectations.

Validate supplier invoices, ensure they match agreed rates and services performed, and flag discrepancies for resolution.

Prepare and finalize Final Disbursement Accounts (FDA) with full supporting documentation for client review and settlement.

Support credit control and cash collection efforts by providing accurate billing information and clarifications.

Support Accounting team in resolving overdue and long-aging payments. 7. Systems, Reporting & Data Integrity

Record all operational details, service orders, timings, and communications in the company’s agency/operations systems (Port360)

Maintain complete and accurate port call files (digital) for ISO audit and reference.

Produce operational performance reports, KPIs, and incident reports as required (e.g., delays, near misses, service failures).

Contribute to the continuous improvement of system performance, processes, SOPs, and documentation standards. 8. Duty / On-Call Support

Participate in duty or on-call rosters to support urgent or off-hours operation

requirements:.

Respond promptly to time-sensitive operational requests, emergencies, or last-minute changes affecting vessel calls.

Coordinate with colleagues in different time zones/locations to provide seamless 24/7 service coverage.

1.

Qualifications:& Experience

Diploma or Bachelor’s degree in Maritime Studies, Logistics, Shipping, Business, or related field preferred.

2–5 years of relevant experience in:

Port/ship agency - Marine operations or ship management - Bunkering coordination - Crew management/husbandry services Experience with Singapore port calls is a strong advantage.

Solid understanding of port and marine operations and the role of a port/ship agent.

Familiarity with Singapore port procedures, MPA

requirements:, and bunkering practices is highly desirable.

Experience working with international clients (shipowners, charterers, traders) is an advantage. 2. Skills & Competencies: Technical & Operational:

Strong operational planning and coordination skills with the ability to manage multiple vessel calls simultaneously.

Good knowledge of bunker and husbandry processes, documentation, and common industry terminology.

Proficiency in MS Office (Outlook, Excel, Word) and ability to learn and use agency/operations software.

Ability to read and interpret operational emails, port circulars, and standard maritime documentation. Communication & Language:

Strong verbal and written communication skills in English.

Ability to communicate clearly, concisely, and professionally with multicultural stakeholders. Personal Attributes:

Customer- and service-oriented mindset with a strong sense of responsibility and ownership.

Highly organized, detail-oriented, and accurate, especially in documentation and financial data.

Able to work effectively under time pressure, handle frequent changes, and manage competing priorities.

Proactive, solution-driven attitude, able to anticipate issues and implement preventive measures.

High level of integrity and professionalism; strictly adheres to anti-corruption and compliance standards.

Strong team player, willing to support colleagues and share knowledge across offices and functions. 3. Working Conditions:

Based in our Ho Chi Minh City office; no vessel boarding is required for this role.

Standard office hours with the expectation of flexibility to support time-critical operations, including evenings, weekends, and public holidays when on duty or when operationally necessary.

High email and phone traffic environment, requiring fast response times and strong multitasking capability.

Occasional travel for training, regional meetings, or short assignments may be required. 4. What We Offer

Opportunity to work with an international portfolio of shipowners, managers, traders, and maritime service providers.

Exposure to complex maritime operations and the dynamic Singapore port environment while based in Vietnam.

Professional, collaborative work environment with supportive leadership and experienced colleagues.

Structured training and onboarding on company systems, procedures, and Singapore port

requirements:.

Competitive salary and

benefits:package commensurate with experience and

qualifications:.

Career development opportunities within the wider Marine Agency Services organization.

13th Month Salary - Annual Bonus - Trade Union

Benefits:- Long Service Award Paid Leave - 14 days annual leave - 9 days sick leave paid by the Company - 1 Birthday Leave - 1 flexible working day per month Others - Premium Health Care Insurances Program - Laptop Provided - Staff Trip / Activities - Oversea Training - Mobile Allowance