Singapore - Operations Executive

• Who are Inchcape
• At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organizations.

We have an ambitious growth model, and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Job Purpose:

• 1. Act as the single operational point of contact for the trader for Singapore and Malaysia.
• 2. Provide professional services that meet/exceed Principal/ship masters’ expectation.

• Duties and Responsibilities:
• a) Manage Singapore port calls directly, including:

pre-arrival planning and documentation

vessel/terminal/authority coordination

berth, anchorage, pilotage, and towage

bunker operations

cargo-operation coordination

husbandry requirements (even if they do not manage husbandry matters)

crew changes, CTM, stores/spares, and other ancillary services (even if they do not manage crew/logistics matters)

boarding/physical attendance where required.

• b) Coordinate closely with vessel Masters, owners/operators, charterers, traders, terminals, surveyors and service providers.
• c) Oversee Malaysian calls handled by appointed sub-agents:

issue clear operational instructions

verify arrangements and readiness

monitor milestone

obtain timely update

intervene/escalate when performance or schedule deviates

ensure the customer receives the same service standard across both countries.

Maintain a single consolidated operational timeline for each port call.

Provide proactive updates rather than waiting for the customer to ask.

Monitor ETA/ETB/ETC/ETD, cargo/bunker progress and potential delays.

Identify operational risks early and recommend mitigation.

Ensure compliance with customer SOPs, local regulations, HSSE requirements and company procedures.

• •Check PDAs/FDAs, supplier invoices, and supporting documents for operational accuracy.
• Record and investigate service failures, complaints, or deviations.

Maintain account-specific instructions, contacts, lessons learned, and port intelligence.

Participate in account reviews and support Commercial with operational feedback.

• Knowledge
• Technical knowledge and systems experience. Candidates should already understand most of the following.

Tanker/operational knowledge

NOR and commencement of laytime concepts.

ETA/ETB/berthing and terminal nomination processes.

Cargo sequence and basic loading/discharging terminology.

Product/crude/chemical tanker terminology.

Bunkering operations and bunker barge coordination.

STS operations would be an advantage.

Tanker terminal safety requirements.

ISGOTT awareness.

Ship/shore safety interface.

Basic MARPOL/SOLAS awareness.

Port clearance and immigration requirements.

Vessel certificates and common validity/endorsement requirements.

Surveyor and cargo inspector functions.

Slops/deslopping and waste arrangements.

Pilotage/towage/anchorage arrangements.

Singapore knowledge

MPA processes

ICA processes

Singapore port clearance

Terminal procedures and operations

bunker operations

launch/boarding arrangements

local authority and service provider coordination.

• Malaysia Knowledge
• Direct experience would be advantageous, particularly at Port Klang, Tanjung Pelepas, Johor/Pengerang, Melaka, or other tanker ports. However, this need not be as strong as Singapore's knowledge because the team will be supervising Malaysian sub agents rather than performing every local task themselves.

Hard Skills (Intermediate)

MS Outlook

MS Word

MS Excel

Written and spoken English

Port and Immigration Documentation

Soft Skills

effective Communication

Integrity

Interpersonal Skill

Responsibility

Planning and Delivery

Work Ethic

Adaptability and Change

Time Management

Risk Analysis

Teamwork

Inter-cultural competence

Experience:

• •Ops Lead - At least 5-7 years of hands-on tanker agency experience in direct dealings with oil traders,
• charterers, or major tanker customers

• •Ops Exec – At least 4–5 years of hands-on tanker agency experience or at least 2- 3 years of direct
• dealings with oil traders, charterers, or major tanker customers

Candidates should have independently handled product/chemical/crude tanker calls rather than merely assisting senior operators.

• •Good exposure to:
• oil/product, terminals, anchorage, operations , cargo , surveyors ,terminal, restrictions ,ship/shore coordination.

• Trader-account experience
• The candidate should understand that trader accounts are different from routine husbandry accounts.
• Traders typically expect:
• a) rapid response
• b) accurate operational intelligence
• c) proactive identification of delays
• d) commercially meaningful updates
• e) short communication lines
• f) Strong Ownership
• g) accurate timestamps
• h) immediate escalation when cargo or vessel schedules are threatened

• Qualifications:
• •At least GCE “O” Level with credit in English and Mathematics
• •Diploma in Maritime Studies.

• Character and Personal Qualities:
• 1. Dedication
• 2. Committed
• 3. Reliability
• 4. Punctuality
• 5. Flexible
• 6. Independence
• 7. Integrity

• Other Requirements:
• Working arrangement for 24-hour coverage
• Normal working hours
• a) The staff work during normal office hours when the operational workload requires it.
• b) The person might be designated as the Primary Account Operator, alternatively operating using a
• shared email and operations mobile phone.

• The strongest candidates should demonstrate:
• a) Ownership
• b) Proactiveness
• c) Communication
• d) Commercial awareness

Attention to detail

Ability to challenge a sub-agent

Flexible in responding to modifications

Willing to work irregular and outside office hour

Physical fit for ship boarding in anchorages, petrochemical installation and shipyards

Not an Aquaphobia and/or Acrophobia

• QHSSE – Health, Safety, Security and Environment (Mandatory requirements)
• •Championing appropriate health, safety, security and environment (HSSE) risk assessments becomes part of the company culture.
• •Accountable for the implementation and monitoring of actions that mitigate risk and enhance controls/processes, to ensure that QHSSE of all Inchcape Stakeholders are known and staff/suppliers/crew feel empowered and accountable for their own safety.
• •Ensure full compliance with, and implementation of, the Inchcape QHSSE Management System
• •Ensure that appropriate resources are allocated to control QHSSE risk
• •Accountable for ensuring that clear, appropriate and timely communication channels are put in place to report and manage QHSSE risk.

• Compliance and Ethics Commitment
• I will ensure that I read, understand and comply with the Inchcape Code of Business Conduct and
• Ethics, and all Inchcape Compliance policies. I commit to avoiding any activity that might lead to, or
• suggest, a breach of these policies. If there is an element of doubt, I will seek clarification. The term
• ‘Compliance’ covers all legislation, rules and codes in which the company must adhere to. I commit
• to speaking up if I become aware of any misconduct within Inchcape.
• I confirm that I will complete any training in relation to Compliance and Ethics, and will continually
• support and demonstrate the principals laid out in the ISS Code of Business Conduct and Ethics.
• I understand that a breach of Company policies, a failure to carry out necessary training, or a
• failure to speak up, may lead to disciplinary action