Company description:

Samskip is a truly international company that innovates the most advanced sustainable and multimodal international transport solutions. With a turnover of more than 800 million euros, 1500 employees and offices in 24 countries (in Europe, North America, Asia and Australia) we are one of the largest transport companies in Europe. Within this structure, Samskip has shaped a comprehensive European network for short-sea, road, rail and inland waterway transport. This network provides pioneering sustainable, reliable and cost-effective options for the growing number of customers who demand more environmentally conscious logistics solutions.

Job description:

Vessel Agency Responsibilities

Port Coordination

• Work with the local Port Community System.

• Handle vessel announcements and clearance.

• Order port services (Pilot, linesmen, lashers, tugs, etc.).

• Maintain close contact with customs, agents, terminals, shipping lines, and vessels to ensure smooth operations.

• Arrange PEC (Pilot Exemption Certificate), waste exemptions to reduce port costs and improve efficiency.

• Monitor and manage Port Costs (create and check D/As in operational systems). Use Power BI for trend analysis and take proactive action.

• Keep all external suppliers (e.g., terminals, agencies, bunker suppliers) updated on vessel ETA/ETS.

• Inform internal stakeholders regularly about vessel ETA/ETS and update sailing schedules as needed.

Vessel Services & Compliance

• Monitor ship demands (sludge & garbage disposal, bunkers & fresh water, Cash to Captain, repairs, crew-related matters).

• Send ISPS messages to terminals and vessels.

• Report and check IMDG cargo and documentation (discharge, transit, and loading).

Ship/Vessel Stowage Planning

Cargo Planning

• Prepare, review, and adjust stowage plans based on cargo mix and volumes.

• Inform trade when cargo capacity changes and suggest optimal cargo mix.

• Check and send discharge lists, loading lists, and stowage plans to terminals and vessels in required formats.

Operational Coordination

• Communicate major updates (ETA, ETS, closing times, etc.) to all departments.
  Report missing containers, late arrivals, and short-shipped cargo (via CapMan if available).

• Verify container stowage for accuracy (IMDG, OOG, plug-in units, late arrivals, etc.).

• Resolve and coordinate terminal issues during operations (e.g., IT issues, vessel delays, congestion, crane defects).

• Ensure vessels sail efficiently by monitoring bunker consumption and providing speed instructions.

• Insert and communicate all IMDG stowage positions in Port Community Systems (discharge, transit, loading).

• Monitor the vessel throughout the full rotation to optimize stowage at each port.

Quay Planning & Vessel Management

• Coordinate and agree on vessel berthing positions with terminals.

• Maintain and communicate sailing schedules and berthing prospects (including delays, repairs, lay-bys).

• Ensure timely communication and coordination of terminal operational changes.

• Monitor repairs and maintenance on vessels; arrange lay-by if necessary.

• Assist with dry-docking in coordination with the Nav-Tech department.

Scheduling

• Keep sailing schedules in GOS/Odyssey up to date based on the latest information.

• Coordinate with the trade team to align on efficient schedules (considering fuel savings, customer needs).

• Communicate updated schedules regularly (at least daily).

Statistics, Archiving & Invoicing

• Review voyage and noon reports from vessels and verify accuracy in Port Operations Reports.

• Update vessel/terminal statistics (KPIs) on shared drives; comment on deviations from schedule.

• Support ship-admin by reviewing and creating supplier invoices (e.g., claims, unmatched invoices).

• Review invoices for port services (e.g., pilots, linesmen, waste disposal, taxi, hospital, tugs) when needed.

Other Operational Tasks

• Regularly check bookings/loading lists to ensure quality stowage plans (weights, cargo types/sizes, IMDG, feeder cargo).

• Assist in handling vessel and cargo claims. Ensure TDRs are signed and inform Claims, Bunker, and Chartering departments.

• Participate in and initiate necessary Teams meetings.

Mindset & Teamwork

• Exhibit a flexible, 24/7 shipping mentality.

• Be a strong team player; coordinate daily tasks effectively with colleagues.

• Willingly assist other colleagues and departments with operational matters.

• Be proactive in offering help and suggesting improvements to support business development