Proforma Provision Jobs (NOW HIRING)

Sea Mark is seeking a motivated and results-driven Assistant Operations Manager to join our team at our Secaucus, NJ location.

General

• Under the leadership, direction and supervision of the Managers of Agency Department, the ship Agent performs the following functions and completes other jobs given by the Managers of Agency Department.
• It is the right and duty of ship Agents to continue improving service quality and make suggestions to the management for improving work efficiency, service quality, business development and so on.
• Maintain good relationships with the officials of the federal and local authorities, close contact with terminals, stevedores, other parties concerned and efficient communications with principals / operators.
• Maintain all required records, documents in appropriate ship / principal files, and make the entry in electronic System in time.
• Monitor and distribute fax and telex communications to all concerned.
• Report directly to the Managers of Agency Department. Have the right to report directly to the President, when it is necessary.

Boarding

• Attend to the vessels at time of arrival and sailing as well as periodic visits while the vessel is in port. Assist the Master as required during the officials visit.
• Arrange for arrivals, departures and clearance.
• Coordinate vessel activities with U. S. Coast Guard, U.S. Customs and Board Protection, and all other federal state or local governmental authorities.
• Arrange for docking, undocking and shifting within ports.
• Order labor as necessary.
• Supervise loading and discharging operations.
• Report on the vessel’s daily position to owners and parties concerned
• Update port conditions and report to the parties concerned.
• Prepare loading, discharging, cargo and other documents subject to approval of the vessel / manager. Forward documents by fax / mail / courier to principal / agents at next port as instructed.
• Prepare estimates of vessel disbursement accounts when necessary.
• Collect, check, verify and approve vendor invoices and transfer the same to Sea Mark Accounting Department.
• Assist vessels in shortening the stay in port. Expedite vessels in the most cost-effective manner on behalf of principals. Assist vessel in passing U. S. Coast Guard P. S. C. inspections.
• Assist vessels in passing ISPS inspections.
• Assist vessels in preparing cargo holds and compartments and passing condition inspections.
• Assist vessels in preventing and fighting against bad weather (natural calamities).
• Assist vessel/owner in handling claim cases.
• Assist vessels in the arrangements of repair, replenishing bunkers, fresh water, lubricate oils, stores and provision, charts and publications, applying certificates, etc.
• Handle crew matters, such crew exchange, shore visits and others.
• Deliver cash to mater, vessel spare parts, mails, charts and publications, etc.
• Provide customers with port information including regulations, tariffs, weather, vessels line up, emergency, etc. and update the above-mentioned information.

Vessel port disbursement control

• Before requesting Sea mark Accounting Department transferring the fund to vendors, check the estimate port disbursement proforma and confirm it is correct and record in the operation system.
• As soon as vessel departs, collect the related invoices covering the expenses that occurred during vessel’s stay in port.
• Check each invoice as per the tariff and supporting document and confirm it is correct.
• The related invoices should be filed to Co Business operation system no later than 30 days after vessel sailed.

Key Activities

• Handle vessel operations for port entry, berthing/unberthing, cargo/crew , departure clearance
• Supervise port calls in other countries by acting as Hub Agent.
• Work/communicate with various stakeholders for ship matters related to the port call.
• Physically attend the vessel/act as a boarding officer for ship entry/clearance or whenever is deemed necessary.
• Generate PDA and forward it to Principals if required.
• Thoroughly check & submit the vessel’s invoices related to the port calls to the accounting department to generate FDA and updates during all stages of port call