Malaysia - Operations Executive - VSC

Who are Inchcape?

At Inchcape, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean.

Inchcape combines its worldwide infrastructure with local expertise through our global network of over 250 proprietary offices, across 70 countries and a team of more than 3,000 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government, and intergovernmental organizations. We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Main Purpose of Job:

The main purpose of this role is to ensure smooth and efficient vessel scheduling and coordination at the port level. The VSC Operation Executive will serve as the primary executor of daily vessel operations, ensuring that all vessel movements are accurately scheduled, coordinated, and aligned with operational requirements and stakeholder expectations. This role demands:

• Close coordination with port authorities, terminal operators, and shipping agents to secure berth allocations and minimize vessel turnaround time


• Accurate and timely updating of vessel schedules, berth plans, and operational records in relevant systems or platforms


• Immediate escalation and proactive follow-up on vessel delays, conflicts, or last-minute changes with relevant internal teams (e.g., operations, customer service, commercial)


• Close collaboration with the VSC Team Lead and operations team to support smooth execution of port operations and vessel berthing


• Daily monitoring and reporting on vessel movement, berth performance, and adherence to schedules


• Identifying and addressing operational challenges or bottlenecks to ensure continuous improvement in coordination and scheduling processes

Key Accountabilities:

• To be 24/7 available to all operational needs and concerns.


• Attend to all customer quarries Emails / Optic / CLS and etc


• Liaise with Port Authorities, Immigration Authority, Customs, and Marine Department to ensure smooth crew change operation.


• Ensure all the latest crew change regulation updated for all the ports.


• Prepare the EPDA for clients


• Create appointment in One-DA as soon the job confirmed


• Ensure the vessel ATA/ATS and service line well updated


• Ensure vessel CE recorded 3 days after the sailing date


• Ensure all service voucher obtained from driver/others and upload in share folder


• Follow up with DA / Cash Flow team on closed appointment ensure nil pending’s


• Keep record on vendor usage for audit purpose (Transport / Boat / etc).


• Adhere to additional task requested by superior.

Competency Requirements:

• Excellent communication skills


• Proven track record in debt collection and customer engagement


• Technical knowledge and practice – care and conservation


• Ability to quantify risks


• Strategic thinking


• Adaptability

Key:

• Confidence to deal with a range of stakeholders.


• Dynamic to the organization changes


• Excellent time management skills and ability to prioritize a demanding workload.


• Strong analytical skills and attention to detail.


• Good business acumen for problem solving.

Management:

• Ability to lead and contribute across functions.


• perform autonomously, initiate and manage complex cross functional tasks.


• Demonstrate ability to work under pressure and meet deadlines.

Knowledge, Experience and Skills:

Essential:

• Minimum of 2 years of experience


• Strong understanding of port operations, berth planning, marine regulations, and vessel types (container, tanker, bulk, etc.).


• Hands-on experience coordinating with port authorities, terminal operators, shipping lines, and marine services.

Desirable:

• Sound understanding of port operations, vessel scheduling, and berthing procedures


• Familiarity with maritime and shipping industry terminology, port documentation, and clearance processes


• Knowledge of port authority systems, terminal operating systems, and vessel movement platforms is an added advantage


• Ability to work in shifts or extended hours based on vessel movement schedules, if required

Education and Professional Qualifications:

Essential:

Bachelor’s Degree in Logistics, Maritime Studies, Supply Chain Management, Business Administration, or a related field

Desirable:

• Training or certification in vessel scheduling, port operations, or shipping software systems is a plus


• Continuous learning mindset with willingness to update knowledge on industry best practices and regulatory requirements

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