Operations & Ships Agency Coordinator

placeSouthampton descriptionPermanent business_center£25,000 - £30,000/year calendar_month30/05/2024

OUTLINE OF THE JOB

To ensure smooth HMM operations at GB container terminals. HMM Containers are pre-advised, recorded and audited in COMPASS and Port Community systems, shipped on vessels as booked and included on relevant manifests.
Provide/manage ships agency service for HMM vessels berthing at GB Ports.
Vessel/crew/owners expense invoices reported and paid on time.
Operational reports/figures are kept up to date and reported in timely manner to relevant parities.
Other duties as required.
DIMENSIONS

Reports to the Operations & Ships Agency Supervisor, Southampton Office, HMM (Europe) Ltd.

PRINCIPAL ACCOUNTABILITIES

TERMINAL OPERATIONS; Ensure optimal deep-sea mother vessel terminal activities performed, supporting team leader with problem solving and process of all business critical port related activities such as port systems (CNS / MCP/DPWS), VBS, AEO, customs, rail or import despatch activities, late runners, break-bulk or re-pack, and vessel agency (if own ships).

Advise HMM CSR offices (and others) of vessel cut-off information. Ensure all Actual vessel schedules are updated in Compass within defined timescale.
Send export predicted loading figures, followed by Loadlists and Manifests to Partner Lines.
Calculate empty repositioning volumes from quay stock/arrival trends/TML CAP reports and liaison with GBR ECD/EHQ EQP on BSA
Report on any late runner / customs issues on vessel
Reconcile check DG / reefer / special stowage bookings
Liaise with terminal / port / regulatory bodies
Send shipped on board and lifting report
Book on “Exec” laden cntrs onto Port for OB BKG by ensuring the COMPASS system is correctly updated with loaded containers for EDI transfer.
Inputting TDR information into COMPASS for HMM vessels
Provide details for Owner expense/ships spares/clearance/light dues and any other vessel related costs to enable EHQ A/c to make timely payment.
Co-Ordinate IMO Class 7 Shipments
On call duties being available 24/7/365 for all Port operational matters

Any other tasks outlined by Operations & Ships Agency Spvr/National Service Delivery Manager as required.

JOB CONTEXT AND CONTENT
HMM are a global transportation and liner shipping company.

Whilst striving to maximise revenues and reduce expenditure, this role is integral in ensuring HMM GBR operates as efficiently and effectively as possible within the port area and complies with business processes within our Alliance partners.

Close liaison required in with staff and HMM GBR team members to provide accurate timely data/reports/manifest and continually strive to improve KPI’s.
Close liaison required with key / major suppliers and customers (e.g. claims / Stevedores etc), both verbally and in writing, in order to maximise customer satisfaction whilst protecting HMM interests.
After guidance received via GBR/EHQ directives promptly action
Close liaison with HMM GBR NSD, ECD, CSR, Lotte Global Logistics and EHQ OPR/EQP/A/C
PROBLEMS FACED
Communications within an international business are always challenging. The role will require a high levels of data accuracy, communication, and timely update coupled with determination to maximise efficiency, minimise exposure to cost and implement company strategies.
DIRECTION RECEIVED
Specifically from the Operations & Ships Agency Supervisor, HMM GBR management, and senior EHQ / HQ managers as appropriate.
WORKING CONTACTS

Other HMM GBR team members, Lotte, EHQ, HMM US / FE / European networks, customers, External shipping consultants/experts as required.

EDUCATION & QUALIFICATIONS

Minimum GCSE level must include Maths/English, emphasis on excellent numeracy, Communication Skills and Computer Literacy.
Mandatory for Intermeiate or above level Excel skills and optional Powerpoint.
BACKGROUND & EXPERIENCE

Knowledge and experience essential related to container imports, logistics, operations and equipment control. Background in a global deep-sea carrier environment, Port, logistics.

SKILLS & COMPETENCIES

Organisational skills; able to plan effectively, excellent administration skills, good at juggling priorities and coordinating / organising
Initiative; alert to opportunities, self-starter, uses imagination to solve problems, develops ideas from scratch and sees through to successful execution.
Adaptability; open minded, flexible to change, makes the best of new situations.
Business awareness; interest in the company’s’ needs as a whole. Ability to understand market, competition, commercial impact, and plan / budget accordingly.
Able to deliver high quality work to brief and on time.
Communication; Strong interpersonal and inter-cultural communication skills, clear and concise speech, active listening, understanding of cultural differences.
Leadership; an excellent leader and man manager.

Analytical focus & numerical critical reasoning; Advanced excel and numerical / analytical skills essential. Attention to detail, uses logic to assess facts and draw appropriate conclusion, able to handle numbers easily, and interpret stats and trends.

Decision making; the courage to make difficult decisions when required.
PLEASE NOTE:
We do not provide sponsorship visas to work in the UK, please ensure you have the right to work in the UK prior to applying for this role.

This role is based in our Southampton office 5 days per week.

Please do not hestitate to apply if you are interested

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