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Assistant Operations Manager – Vessel Operations

June 6, 2026

Under the leadership, direction, and supervision of the Agency Department Managers, the Ship Agent is responsible for coordinating vessel operations and ensuring efficient port agency services. This role supports vessel arrivals and departures, cargo operations, regulatory compliance, customer communication, and port disbursement activities while maintaining strong relationships with internal and external stakeholders.Ship Agents are expected to support continuous service improvements and contribute ideas that enhance operational efficiency, customer service, and business development initiatives. Key ResponsibilitiesGeneral Responsibilities• Maintain professional relationships with federal, state, and local authorities, terminals, stevedores, principals, operators, and other parties involved in vessel operations.• Maintain all required records and documentation within vessel/principal files and ensure timely updates in electronic operating systems.• Monitor and distribute operational communications to relevant parties.• Report directly to Agency Department Managers and escalate matters to executive leadership when necessary. Vessel Boarding & Port Operations• Attend vessels upon arrival and departure, including periodic vessel visits while in port.• Assist vessel Masters during official visits and inspections as required.• Coordinate vessel arrivals, departures, clearance activities, docking, undocking, and shifting within ports.• Coordinate vessel activities with the U.S. Coast Guard, U.S. Customs and Border Protection, and other federal, state, and local authorities.• Coordinate labor requirements and supervise loading and discharge operations.• Provide vessel position updates, port conditions, and operational updates to owners, principals, and relevant stakeholders.• Prepare cargo, loading/discharge, and operational documentation subject to vessel/management approval.• Forward required documentation to principals and agents at subsequent ports as instructed.• Prepare vessel disbursement account estimates and review, verify, approve, and submit vendor invoices to the Accounting Department.• Support vessels in minimizing port stay and expediting operations in a cost-effective manner.• Assist vessels with PSC, ISPS, cargo hold, and condition inspections.• Support vessels during adverse weather conditions, emergencies, and claims handling matters.• Coordinate vessel repairs, bunkering, fresh water supply, lubricants, stores, provisions, charts, publications, and certification applications.• Handle crew matters, including crew changes and shore visit arrangements.• Deliver operational materials including cash to Master, vessel spare parts, mail, charts, and publications.• Provide customers with port-related information including regulations, tariffs, weather conditions, vessel lineups, and emergency updates. Vessel Port Disbursement Control• Review and confirm port disbursement proforma estimates prior to requesting vendor fund transfers through the Accounting Department.• Collect and review invoices related to vessel port expenses following vessel departure.• Verify invoices against applicable tariffs and supporting documentation.• Ensure invoices are properly filed within the Company’s business operation system within required timelines. Key Activities• Handle vessel operations related to port entry, berthing/unberthing, cargo activities, crew matters, and departure clearance.• Supervise port calls in other countries while acting as Hub Agent.• Communicate and coordinate with stakeholders regarding vessel and port call operations.• Physically attend vessels and act as boarding officer for vessel entry and clearance activities when required.• Generate PDA (Proforma Disbursement Accounts) and coordinate FDA processing throughout all stages of the port call.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...