Ships Agency Operator

Company Overview

Wilhelmsen Port Services (WPS) is a global leader in ships agency and marine services, committed to delivering safe, efficient, and consistent port operations worldwide. We foster a culture promoting strong leadership, career growth, work-life balance, and a stimulating work environment leveraging modern digital tools.

Role Summary

The Ships Agency Operator plays a crucial role in managing vessel-related port operations, ensuring compliance with established procedures, coordinating with contractors, and maintaining effective communication with all stakeholders.

Key Responsibilities

• Attend and board vessels as directed, following Standard Operating Procedures and client requirements.
• Recommend contractors for goods and services to principals, including preparing competitive quotations.
• Ensure adherence to Port Services processes and standards, including correct use of the WASP operating system.
• Monitor vessel status and address follow-up inquiries promptly.
• Verify that appropriate pre-funding or authorized deviations are secured before conducting port calls and secure additional funding before vessel departure when needed.
• Maintain vessel files and update transactional systems in real-time.
• Communicate proactively, efficiently, and promptly at all times.
• Track and document expenses arising during vessel port calls.
• Manage Cash-in-Transit processes according to WPS procedures.
• Follow up on and review supplier invoices carefully.
• Drive cost-effective vessel operations.
• Comply with WPS Personal Protective Equipment standards while working in ports or onboard vessels.
• Address QHSSE matters within the role, employing tools such as TAKE 5 as appropriate.
• Contribute to enhancing operational and cost efficiency of port calls.
• Ensure port costs are accurately represented in Disbursement Accounts (DA) and dispatched timely and competitively.
• Oversee cargo operations including loading, unloading, transshipment, and storage to confirm adherence to operational, safety, and contractual standards.
• Provide accurate and timely updates to principals, owners, charterers, and other stakeholders regarding cargo status, delays, discrepancies, or operational concerns requiring action.
• Maintain comprehensive records, Statements of Facts (SOFs), and reports to support operational transparency and informed decisions.
• Ensure company Bill of Lading guidelines are followed during bill switching.
• Monitor revised DA processes and finalize FDA drafts within 48 hours of vessel departure.
• Complete vessel call file closure in coordination with DA Clerks within a maximum of 25 days after vessel sailing.
• Verify all reporting and documentation align with principal instructions and monitor communications to ensure data accuracy and completeness.
• Continuously monitor and respond to emails and phone calls via the group mailbox promptly, including during weekends and public holidays.
• Manage new inquiries and appointments, including EE acknowledgment, appointment acknowledgment, and PDA generation.
• Adhere strictly to company code of conduct and compliance policies.

Qualifications and Skills

• Proven experience within the Marine industry.
• Excellent command of spoken and written English.
• Proficiency with MS Office applications.
• Effective communication skills with professional telephone etiquette.
• Ability to work independently as well as collaboratively within a team environment.
• Capability to perform reliably under pressure.
• Flexibility and adaptability to diverse working conditions.

Compensation and Benefits

• Competitive remuneration package.
• A supportive culture and working environment within a respected international company.
• Engaging and challenging job responsibilities.

Additional Information

Location: Abu Dhabi, Ruweis.
Application Deadline: 14th August 2026.
Reporting Line: Position reports to Assistant Operations and Sales Manager.