Operations Coordinator
Job Fit Check
Base Career helps you apply smarter for this job.
Key skills for this role
About the Role
Gulftainer seeks a Port Agency Operations Coordinator to manage end-to-end port agency operations and vessel disbursement accounts in Sharjah. The role involves coordinating vessel port calls, liaising with authorities, and managing cost control.
Key Skills for This Role
Responsibilities
- 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 vessel requirements including pilotage, towage, berthing, stevedoring, bunkering, etc.
- Maintain communication with vessel Masters, owners, charterers, and principals
- Monitor berth planning and cargo operations to avoid delays
- Prepare and submit Proforma Disbursement Accounts (PDA) to principals
- Monitor advance payments and maintain financial tracking for each vessel call
- Verify, record, and reconcile all port related expenses
- Prepare and submit Final Disbursement Accounts (FDA) within timelines
- Control costs and identify optimization opportunities
- Follow up on outstanding payments and account settlements
Requirements
- 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 preferred
- Familiarity with DA preparation systems and shipping software
Full Job Posting
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.
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.
Apply for this job in 1 click
Skip the repetitive application forms
Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.
Trusted by over 500,000 job seekers on Base Career
More from this employer
More jobs at Gulftainer
Senior PRO (Government Relations)
Sharjah, UAE
Gulftainer seeks an experienced Senior PRO to manage government relations activities and ensure compliance with UAE labour and immigration regulations. The role involves liaising with government authorities, processing e
Disbursement Account Controller
Sharjah Emirate, UAE
Gulftainer seeks a Disbursement Account Controller to manage vessel disbursement accounts for port agency operations across multiple ports. The role involves preparing proforma and final DAs, verifying invoices, managing
Training Manager
Sharjah, UAE
Gulftainer is looking for a Training Manager to develop and execute annual training plans, manage budgets, conduct training needs analysis, and coordinate training programs. The role requires regular travel to operationa
Corporate Reporting Manager
Sharjah, UAE
Gulftainer is seeking a Corporate Reporting Manager to oversee corporate office bookkeeping, budgeting, and financial reporting. The role involves liaising with auditors and bankers, preparing financial statements, and c
Senior Project Engineer
Sharjah, UAE
About the Role Manage individual projects and business development opportunities through concept development, planning, coordination, implementation, and reporting. Key Responsibilities Lead assigned projects and BD opp
Graduate Trainee – Emirati Talent Program
Sharjah Emirate, UAE
Job Purpose We are looking to hire ambitious UAE National fresh graduates under a centralized HR budget , with the objective of developing and placing them into permanent roles across the organization based on their acad
Business Process Excellence
Sharjah Emirate, UAE
The Business Process Excellence Lead is a strategic transformation role responsible for driving end-to-end operational excellence across Momentum Logistics freight forwarding, transportation, and supply chain operations.
Reach Stack Operator
Sharjah Emirate, UAE
Operate diesel or electric-powered forklift to move materials around a warehouse, storage yard, terminal, or similar location. Follow safety guideline while operating forklift to load, unload, or disperse cargo or materi
Senior PRO (Government Relations)
Sharjah, UAE
Disbursement Account Controller
Sharjah Emirate, UAE
Training Manager
Sharjah, UAE
Corporate Reporting Manager
Sharjah, UAE
Senior Project Engineer
Sharjah, UAE
Graduate Trainee – Emirati Talent Program
Sharjah Emirate, UAE
Business Process Excellence
Sharjah Emirate, UAE
Reach Stack Operator
Sharjah Emirate, UAE