Overview
Operations Coordinator Jobs in Sharjah Emirate, United Arab Emirates at Gulftainer
Title: Operations Coordinator
Company: Gulftainer
Location: Sharjah Emirate, United Arab Emirates
Title: Port Agency Operations Coordinator
Summary:
To manage end-to-end port agency operations while controlling and administering vessel disbursement accounts (DA), ensuring efficient vessel turnaround, accurate cost management, and compliance with principal and port requirements.
Duties and Responsibilities:
Port Agency Operations Coordination
- Coordinate vessel port calls from pre-arrival to post-departure.
- Liaise with port authorities, terminals, customs, immigration, and service providers.
- Ensure timely processing of port formalities, permits, and documentation.
- Arrange all vessel requirements including: Pilotage, towage, berthing, Stevedoring and cargo operations, Bunkering, fresh water, provisions, and crew changes.
- Maintain close communication with vessel Masters, owners, charterers, and principals.
- Monitor berth planning and cargo operations to avoid delays and optimize turnaround.
- Handle operational challenges and escalate issues proactively.
- Ensure compliance with port regulations, HSSE policies, and company procedures.
Disbursement Account (DA) Management & Cost Control
- Prepare and submit Proforma Disbursement Accounts (PDA) to principals.
- Monitor advance payments and maintain accurate financial tracking for each vessel call.
- Verify, record, and reconcile all port-related expenses.
- Prepare and submit Final Disbursement Accounts (FDA) within agreed timelines.
- Ensure supporting invoices and documentation are accurate and complete.
- Control costs and identify opportunities for optimization.
- Follow up with principals on outstanding payments and account settlements.
- Maintain proper financial records in line with company and audit requirements.
Documentation & Reporting
- Prepare and submit timely reports including: Vessel status updates, Port call summaries, Cost and variance reports
- Maintain accurate filing of operational and financial documents.
- Ensure all documentation complies with internal and external audit standards.
Stakeholder & Client Management
- Act as the point of contact for principals, owners, and charterers during port calls.
- Maintain strong working relationships with port authorities and vendors.
- Deliver high levels of customer service and timely communication.
Qualifications & Experience:
- Bachelor’s degree in Logistics, Maritime, Shipping, or related field.
- 4 – 7 years of experience in port agency operations and/or vessel disbursement accounting.
- Strong knowledge of port operations, tariffs, and maritime regulations.
- Experience in breakbulk/project cargo operations is preferred.
- Familiarity with DA preparation systems and shipping software is an advantage.
Additional Requirements:
- Knowledge of UAE port systems/processes preferred.
- Immediate problem escalation and decision-making capability.