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Ships Agency Operations Manager, Gladstone

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.            

Based in Gladstone, Queensland Australia, the Ships Agency Operations Manager reports to the Ships Agency Manager NSW QLD & PNG and has the following main responsibilities;

  • Controlling and monitoring of all Ships Agency operations within assigned site

  • Ships Agency performance & service quality according to Standards of Operations (SOO)

  • Ensure continuous monitoring & attendance to ALL incoming emails via the group mailbox 24/7 including public holidays. Proof reading appointments and voyage orders to minimize errors and identify issues before they are forwarded to the performing Ships Agency Operator.

  • Follow up on local Enquiry/Estimates

  • Participate in port call preplanning.

  • Local WSS representative towards Port Authorities and other third party suppliers.

  • Ensure Cash-in-Transit (Cash to Master) as per WSS procedure.

  • Advice on contractor selection on goods & services for Principals, including submission of competitive quotations.

  • Proactively follow up, check and approve supplier invoices.

  • Follow up and evaluation of local suppliers/contractors performance.

  • Ensure the correct amount of pre-funding is received, or the correct level of authority has approved any deviation, prior to the port-call.

  • Ensure mandatory use of VOSS & Ships Agency Pricing Tool as per SOO.

  • Correct utilization of ESS, MSS & Cornerstone systems.

  • Communicate proactively & clearly with Customers / related parties in an accurate and timely manner.

  • Ensure ALL arrangements are made, and properly executed, including pre-arrival security notification; avoiding costly berthing delays.

  • Ensure all reporting and documentation requirements are correct and executed as per principal’s instructions.

  • Ensure receipt of proforma advance as per Credit Policy. Regularly review port cost estimates to ensure their accuracy.

  • Reviewing SOF data for completeness and working with the performing Ships Agency Operator to educate them on improving level of detail and timeliness of data input.

  • Ensure despatch of revised D/A after departure and change status to Completed Revised within 72 hrs. of vessel departure.

  • Ensure final D/A is issued within 30 days of vessel departure.

  • Book all supplier invoices to dedicated D/A. (Dependant on local DA arrangement)

  • Identify sales leads and opportunities in the port and forward all well qualified leads to the regional AQF for tagging and registration in Salesforce.

  • Ships Agency QHSSE compliance within in assigned site

  • QHSSE matters in own function, including PPE requirements

  • Attend on board vessels, as required, in order to follow up and ensure compliance with SOO and Customer Requirements.



This position will be measured against:

  • 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.



  • Bachelor degree within Maritime or Business management field, or alternatively work experiences compensating for formal education.

  • Min. 2 year experience in Ships Agency Operations

  • Familiar with Local Port Authority regulations, procedures and governing tariffs.

  • Ability to multitask and organise under pressure without compromising safety of personnel and vessel.

  • Good communication 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

  • Computer literate.


Shipping is a 24/7 operation so out of hours and weekend work will be required.

A valid permit in Australia is required.


Work location will be Gladstone.

For more details, please contact:
Contact Name:  Adrian Peterson
Contact Number:  +61 417040472
Contact Email:

Application deadline is 18/10/2017