Operations and Documentation Executive

As an Operations and Documentation Executive at Waypoint Port Services, you will be responsible for supporting vessel port call operations and managing shipping documentation to ensure smooth and compliant port activities. This role plays a key part in coordinating operational requirements, ensuring timely execution of tasks, and maintaining effective communication with stakeholders and regulatory authorities.

Key Responsibilities

• Support coordination of vessel port calls from pre-arrival to departure, ensuring smooth execution of operations

• Liaise with port authorities, terminals, customs, immigration, and other regulatory bodies

• Monitor vessel schedules and provide timely updates to clients and relevant stakeholders

• Ensure submission of pre-arrival notifications and required port documentation within established timelines

• Attend vessels when required and provide operational assistance on-site

• Maintain effective communication with vessel crews, owners, charterers, and clients regarding vessel status and requirements

• Prepare, verify, and submit shipping and customs documentation in compliance with regulatory requirements

• Support customs filing processes, including handling import/export and cargo-related documentation

• Process port-related payments and assist with invoice verification and cost reconciliation for port call expenses

• Maintain accurate records and documentation to support compliance and audit requirements

Qualifications & Experience

• Bachelor's degree in Shipping, Logistics, Maritime Studies, or a related field
• Experience in shipping agency, port operations, or maritime services preferred
• Good understanding of port operations, shipping documentation, and customs processes
• Familiarity with maritime and regulatory compliance requirements

Skills & Competencies

• Strong communication and coordination skills
• Ability to manage multiple tasks and work under pressure
• Attention to detail and accuracy in documentation
• Organized and proactive approach to work
• Proficiency in Microsoft Office and logistics/shipping systems
• Flexibility to work extended hours or attend vessels when required