Ship Agent

Title/Position:

Ship Agent

Unit:

Odfjell Tankers

Superior:

Operations Manager

Reporting lines:

Superior

Absence:

In case of absence the superior shall appoint substitute personnel

Expectations

· Ship Agent is expected to cooperate, professionally support colleagues and contribute within his/her unit and the organization.

· Ship Agent shall act like a role model and actively share knowledge through mentoring, cooperation, training and support.

· Ship Agent shall adhere to and promote safety awareness and safe practices as a quality element of the department’s processes.

· Ship Agent shall follow relevant laws, company values and policies and comply with company governing documents. Deviation from standard rules and regulations, both external and internal, shall be discussed with and approved by manager up front.

Responsibilities

• Facilitate efficient movement of vessels in Houston/Texas City/Freeport.
• Pre-plan for husbandry items, services, repairs, and crew change to ensure efficient and cost effective service to all vessels.
• Maintain professional relationship with governmental authorities, port personnel, pilots, towage companies, line handlers, vetting/sire inspectors, customers, and other key vendors necessary for efficient handling of vessel operations while in the designated area.
• Prepare and submit proper documentation for U.S. Customs and other Authorities pre and post vessel call.
• Interface between owners/vessels and external Authorities.
• Proper knowledge regarding NOR processes to berths (verbal and written).
• Retrieve and process cargo paperwork per Odfjell Requirements and Guidelines Manual.
• Ensure gate lists are accurate with current vendor information.
• Close coordination with Port Operator on all vessel activities.
• Work hours including weekends, and holidays (via cell phone and email).
• Must pass company physical and be suited for vessel boarding/carriage of packages.
• Must either possess Transportation Worker Identification Credential (TWIC card) or be able to obtain one.

Tasks

• Send out standard vessel pre-arrival email to assigned vessel.
• Coordinate arrival/departure of vessels with appropriate Authorities (USCG/USCBP) in timely manner utilizing proper forms and/or certificates.
• Submit 3171 for permission to laden and unladen each vessel, minimum 48 hours prior to arrival at a port location.
• Monitor submission of vessel ENOA/ENOD.
• Generate and maintain a list of owner’s items, repairs, services, bunkers/lubes, technicians, vettings, and crew changes that are required during the port stay.
• Review the AMS filed for the vessel.
• Review and monitor the Port Operators rotation pre-plan for assigned vessel to facilitate effective vessel call.
• Ensure vessel has proper customs forms on board for US Customs and assist in completing as necessary (1303, 1304, I-418).
• Make appointment with USCG for Certificate of Compliance inspection
• Tender, monitor, and drop NOR to terminals, both verbal & in writing.
• Set all pilots, tugs, and line handlers for vessel.
• Complete 1300 & 1301 for each vessel.
• Ensure a TPE (Telephonic entry) has been granted for cargo operations to proceed.
• Submit gate list for all berth calls.
• Deliver cash to master and or sweeping money.
• Facilitate crew change..
• Arrange hotel for crew as needed or requested by Master.
• Board vessel minimum upon foreign arrival, departure foreign, with no more than 48 hours lapsing unless vessel is at anchor or lay-berth awaiting berth.
• Wear proper PPE for entry to terminals and vessels.
• Advise U.S.D.A. (U.S. Department of Agriculture – via Customs) of all vessel arrivals, foreign or coastwise.
• Collect: Ship Registry, Loadline Certificate, Safety Equipment Certificate, Certificate of Financial Responsibility, International Tonnage Certificate, receipts for U.S. Tonnage Tax and User Fees from vessel for submission to Customs along with proper forms.
• Arrange for lay-berth as required by vessel.
• Create SOF and provide all cargo documents within 24 hours of vessel departing each terminal.
• Communicate with outside owners and ship management companies for time charter and commercial management groups on all husbandry, repair, and services matters.
• Work closely with Odfjell Ship Management on all crew, service, repair and husbandry matters.
• File Complete Customs documentation in timely manner (1302, 1302a, I-418) for departure of vessels.
• Review and code invoices to verify cost and service provided are accurately billed.
• Attend to other matters as assigned by supervisorAttend to QHSE matters in compliance with company’s Quality Management Systems, use of company’s non-conformance system, assessing risks, in order to strive for continuous improvement
• Ensure that all files and systems are updated and ready for handover before relocation of team members, including leaving the company, such as relevant electronic systems and hard copy files.

Qualifications

· Relevant experience or equivalent studies/practice

· Master the English language (written and spoken)

· Positive attitude and solution oriented

· Positive adapt to changes

· Ability to work in a high-pressure environment

· Willingness and ability to work in a multicultural environment

· Accept traveling

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization