Agency Operator - Port DA

With a strong foundation in shipping and logistics, our team at OBT is committed to delivering efficient and reliable supply chain solutions through close collaboration with transport partners, warehouse teams, and clients.

Looking for your next opportunity?

The Agency Operator is responsible for overseeing vessel activities from nomination to departure, ensuring smooth and efficient port call operations. Working closely with internal teams, local offices, and external stakeholders, the role coordinates documentation, services, and operational requirements in line with company procedures and industry standards.
By maintaining accurate systems, verifying pre-arrival documentation, and ensuring compliance with SOPs, the coordinator supports timely, cost-effective service delivery. The role also involves clear communication, monitoring vessel progress, and addressing operational challenges to ensure reliable and efficient port operations.

Requirements

• 1–3 years of experience in shipping agency operations, preferably with bulk cargo or tankers
• Experience in African port operations and/or HUB or owner/protective agency is an advantage
• Strong knowledge of port operations, pre-arrival documentation, DA/PDA, and local regulations
• Strong communication, coordination, and problem-solving skills
• Detail-oriented, proactive, and able to manage multiple tasks under pressure
• High level of integrity and reliability
• Familiarity with operational systems and ability to use AI-supported tools (training provided)

Responsibilities

• Oversee and manage all aspects of a port call, including checking pre-arrival documents, arranging services and ensuring efficient operations from nomination to vessel arrival until departure.
• Comply and follow company issued SOP’s and their respective KPI’s for timely and accurate service delivery. 
• Ensuring that operational platforms, such as GAT-Ship, library and local files are up to date including correct pricing and information from each local office. 
• Support team members across departments to ensure full chain of operations is according to company set out standards and expectations. 
• Request PDA from Charterers agent (for FIOS appointments), check and ensure the costs are in line with applicable tariffs prior to uploading PDA to designated entities eg. DA Desk, Diabos etc.
• Ensure that all PDA’s and customer requests are reviewed as per company compliance and ethic standards, including conducting the necessary sanctions checks on all vessels and principals prior engagement. 
• Review standards of pre-arrival info/documentation/pre-arrival questionnaire to Master from our local offices. 
• Follow up on pre-funding and set up payment approvals directly with Finance Team. Swift to be sent to relevant parties advising payment details.
• Manage and ensure all cargo documentation is correct and in line with local regulations prior vessel arrival.
• Ensure communication from local offices to principals are as per company standards in terms of formatting and expected timelines for responses. 
• Support team as necessary as part of company weekend overtime shifts scheme. 
• Monitor port activities and keep Owners/Charterers informed of vessels progress, operations and any issues that may arise. 
• Ensure that collections of funds post vessel departure is collected as per agreed terms along with supporting FDA team by ensuring all documents are collected by vendors and local offices. 
• Assist to resolve operational challenges such as delays, cargo damage or other disputes 
• and keep Owners informed. 
• In case of unexpected situations, coordinate emergency response services with local team such as ship grounding, collision, engine failure assistance, oil spills and vessel detentions.
• Irrespective of day and time be available for urgent tasks should they arise. 
• Facilitating crew changes, including airport transfers, visa formalities, and accommodation. 
• Arranging medical assistance when needed. 
• Arranging for the supply of Lube oil, fresh water, provisions, coordinating bunker supply, spare parts delivery and any other requirements as requested by Owners for the vessel
• Assisting on FDA queries from the FDA team when /if required.

Benefits

• Competitive Salary
• Comprehensive Medical Insurance
• All necessary business tools, including a Company Phone and SIM Card
• Opportunity to work with a well-established pan-African maritime & logistics company with strong regional presence
• Exposure to diverse projects across maritime, oil & gas, heavy-lift, warehousing and supply-chain sectors
• Paid Annual Leave
• Collaboration with experienced international team and opportunity for career growth within OBT.