Boarding Officer / PRO - Port Agency

Role overview

This position serves as the main point of contact onboard and at port for the shipping agency. The role focuses on ensuring vessel calls are handled efficiently, all regulatory steps are completed correctly, and communication flows smoothly between the ship, port bodies, and other stakeholders. It also includes documentation work, liaison with authorities, and public relations support.

Vessel boarding and operational support

• Join incoming vessels as the agency’s representative and support the ship directly on board.
• Work with the Master and crew to address operational needs.
• Coordinate berthing, shifting, and sailing with port control, pilots, and terminal teams.
• Make sure arrival and departure clearances are completed on time.
• Track cargo activity and share progress updates with principals and clients.

Port documentation and compliance

• Manage all required port paperwork, including arrival and departure procedures, immigration forms, customs documents, port permits, and declarations.
• Ensure all actions follow local maritime rules and port regulations.
• Submit the necessary documents to relevant government bodies such as Customs, Immigration, the Port Authority, and the Coast Guard.

PRO and stakeholder liaison duties

• Build and maintain effective working relationships with port authorities, customs and immigration officers, terminal teams, and service vendors such as tug, pilot, and chandler providers.
• Represent the company professionally in all official interactions.
• Act as the communication bridge between the vessel, port-side authorities, and the head office.
• Support client visits and provide updates whenever needed.

Crew handling and welfare support

• Assist with crew changes, visa processing, and transfers.
• Arrange transport, accommodation, and medical support for crew members.
• Coordinate sign-on and sign-off procedures with immigration.

Reporting, coordination, and cost control

• Share vessel status updates with principals and management in a timely manner.
• Prepare and submit daily activity reports, Statement of Facts, and port disbursement accounts.
• Coordinate with service providers for bunkering, stores, and repair requirements.
• Monitor port call expenses and help ensure services are delivered efficiently.

Issue resolution and emergency handling

• Act quickly when operational issues, delays, or emergencies arise.
• Support the vessel during inspections, detention cases, or other port-related challenges.
• Escalate major issues to management without delay.

Qualifications and experience

A bachelor’s degree in Maritime Studies, Logistics, Shipping, or a related discipline is preferred. The ideal candidate should have 2 to 5 years of experience in port agency, shipping operations, or marine services. Hands-on experience with vessel boarding work and government formalities is required.

Additional requirements

A valid driving license is preferred. The job requires readiness to work on-call and in outdoor port conditions. Good command of English and the local language is necessary.