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Ships Agency Supervisor – Sub-Agency

Wilhelmsen is a global maritime industry group founded in 1861. We have the biggest maritime network in the world, with a presence in over 2 200 locations globally. We serve over half of the worldwide merchant fleet with products and services, and supply crew and technical management for some of the most complex vessels in the world. We also develop new and daring solutions, shaping the maritime industry for the future. Our investments seek to explore and develop new opportunities within the energy-, offshore- and maritime industry. With thousands of colleagues in more than 70 countries, we take competence, sustainability, innovation and unparalleled customer experiences one step further.            



To oversee Sub-Agency Coordinators and sub-agency operations. Ensure quality service is delivered as outlined by the Sub-Agency Contract Standard of Operations (SOO) and GIMS guidelines.



This position reports directly to the Ships Agency Manager – North America.


Formal authorities

This position has the authority to act within this functional description.


Main Responsibilities

Essential Functions

  • Responsible for day to day smooth operational functioning of the sub agency sites in North America.

  • Responsible to monitor the sub agency port call process for strict compliance starting from enquiry or agency appointment stage up until the finalization of D/A.

  • Monitor to ensure Sub-Agency Coordinators properly handle the port calls through sub agents as per WSS procedure, WSS Global Standards of Operation and in line with sub-agency agreement.

  • Ensure proactive, efficient and timely communication with all relevant parties at all times.

  • Monitor to ensure Sub-Agency Coordinators follow up daily with the sub-agent to uphold all KPIs, and keep the customer frequently updated via email and VOSS reports.

  • Monitor to ensure Sub-Agency Coordinator have collected the correct amount of pre-funding or ensure the correct level of authority has approved any deviation, prior to the port call. Ensure additional funds are requested if required.

  • Monitor to ensure Sub-Agency Coordinators input all VOSS data accurate, timely and complete. Ensure E/E (Enquiry Estimates) are quoted either by the pricing tool for spot or per the Service Agreement prices and submitted via VOSS.

  • Monitor to ensure Sub-Agency Coordinators proactively follow up with sub-agent on outstanding invoices, check and approve supplier invoices against VOSS DA in coordination with the sub-agent transmittal coversheet or disbursement account and ensure the invoices and supports are received clear and legible.

  • Identify training needs, conduct or request for required training and develop Sub-Agency Coordinators and provide operational backup as needed.

  • Regular follow-up with sub-agent to address any issues and maintain positive professional relationships with regular feedback.

  • Proactively identify new means of achieving cost savings, including vendor discounts on behalf of principals.

  • Responsible for cot efficient operation by means of driving revenue growth, managing costs, while maintaining service quality standards for your responsible sub agency sites.

  • Monitor to ensure Sub-Agency Coordinators follow all customer instructions and requirements.

  • Approve Sub-Agency Coordinator timesheets and vacation days in HR system.

  • Properly handle customer and/or sub-agent complaints or concerns and step-in as needed during daily operations.

  • Provide port info, port news, potential leads and general feedback to Sales as info becomes available. Assist with Sales requests pertaining to sub-agent ports.

  • Actively promote, use and review of IP log, reporting lessons learned, improvements & suggestions.



    This position will be measured against:

  • Sub Agency Team EBIT

  • Ensure consistent high level of accuracy of deliverables.

  • Meet or exceed annual KPI targets for ships agency performance.

  • Customer perception of WSS Ships Agency i.e. “Goodwill building” i.e. polite, efficient and positive approach with all stakeholders involved in Ships Agency.



    Mandatory requirements

  • Minimum 5 year experience in Ships Agency Operations.

  • Preferable experience in Disbursement Accounting.

  • Familiar with WSS Operations Systems, Policies, Procedures and Governance.

  • Ability to multi-task and organize under pressure without compromising safety of personnel and vessel.

  • Good communications skills and command of the English language (oral and written).

  • Strong mentoring and customer relationship skills.

  • Self-motivated and result orientated.

  • Good cost awareness and control.

  • Team Building Skills.

  • Computer Literate.


Physical Demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms.


The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.


Work Environment

The noise level in the work environment is usually moderate.

For more details, please contact:
Contact Name:  Tanya Mota-Rojas
Contact Number:  281-867-2000
Contact Email:

Application deadline is October 23, 2017