Dubai - Operations Executive, Client Services & Billing

You Belong Here…Wherever in the World you find yourself.

We celebrate our wins as one team of many great people!

With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 240 offices to help our partners connect to a smoother, smarter ocean.

We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective – we connect the world and see the bigger picture.

The Power of People – we rely on the strength of local agent knowledge and relationships.

Progress – we adopt new thinking and push for positive change in our industry.

We know what matters. We never stand still. We always reach for more.

#InchcapeShippingServices

Business Need / Purpose of Role

The Operations Executive - Client Services and Billing reporting to the Operations Supervisor - Marine Services, Dubai, UAE shall be responsible for all aspects of port agency services for both cruise and non-cruise vessels calling at the port.

Objectives & Measurement – Key Responsibilities

Pre-Arrival and Vessel Operations:

• Coordination and Documentation: Collaborate with port authorities, Spares desk & Crew desk to book berths, prepare Proforma DA (PDAs) and tariffs, submit for approval, and register vessels.
• Communication and Information Sharing: Respond to vessel and client inquiries, send pre-arrival information, update API (Advanced Passenger Information), send passenger lists to immigration, and coordinate with relevant teams for accurate service recording.
• Provisions and Services: Coordinate with suppliers and technicians for onboard jobs and supplies, arrange porters, equipment hire, and passenger turnaround. Secure permits for onboard activities as needed.
• Immigration and Medical: Facilitate crew and passenger immigration clearance, provide medical assistance when requested, and manage visitor lists.
• Financial Management: Obtain statements of account from vendors, ensure all services are charged under appointments, and collect statements from finance for high receivables.
  
  

Cruise Operations:

• Port Call Estimates: Assist the Cruise team in preparing estimates for prospective clients by considering vessel calls, ports, inflation, revenue margins, and service lists.
• API Management: Upload API lists for crew and passengers in the Carrier portal before arrival/departure, troubleshoot rejections, and register new vessels.
• Invoice Management: Review and update invoices in OneDA, ensuring they comply with service requests, company policies, and contain sufficient information for customer approval.
• Data Tracking and Reporting: Track services in OneDA, generate weekly reports on cruise call performance, and document immigration statistics for crew and passengers.
• FDA Preparation: Resolve queries related to Final Disbursement Account (FDA) preparation to expedite dispatch to customer.
  
  

Post-Departure:

• Clearance and Documentation: Secure necessary approvals for additional charges, prepare departure documents, and obtain Ok To Sail clearance.
• Billing and Closure: Prepare service rendered sheets, submit supporting documents for billing, and coordinate with all parties (vendors, billing team, Crew desk & Spares desk) for timely appointment closure upon receiving invoices.
  
  

Knowledge, Skills, And Abilities

• Competent user of the Microsoft Office suite including Outlook, Excel, and Word.
• Being able to communicate verbally/writing in a clear and concise manner.
• Balance multiple tasks, changing priorities & operate within a deadline-oriented environment.
• Good interpersonal relationship in managing people/sub-ordinates, planning, organizing.
• Excellent attention to minute details.
• Self-driven, organized, good communication skills.
• Strong planning and coordination skills.
• Strong Problem Solving & Analytical Skills.
• Excellent Time Management Skills.
• Having a global perspective and possess a progressive thinking skill.
  
  

Education, Qualifications, Certifications, And Licenses

• 2 - 3 years’ experience in similar role with excellent knowledge of Marine Operations and Billing.
• Having a good knowledge of customer base and their requirements.
• Relevant experience of working within a Shipping Agency Industry.
• Experience of working to pre-defined processes and procedures and delivering work in accordance to SLA (Service Level Agreements).
• Good level of numeracy.
• Accounting/Business background shall be desirable.
  
  

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.

In return, we will offer you:

A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:

• A place to grow your career - We’ll help you set big goals and exceed them.
• Competitive salary package and performance-based bonus scheme
• Premium medical health insurance coverage
• Work with talented, committed, and supportive teammates.
• Value Award celebration events
  
  

Plus, much more!

Inchcape Shipping Services is looking for people who are willing to think about the future...and think big. We're looking for people who are ready to take on the most significant challenges of their careers.

If you think that you have the right skills, knowledge, and attitude to join our team, then we invite you to apply to this advert!

#ISSthebiggerpicture

Inchcape Shipping Services is an Equal Employment Opportunity Employer and equality; diversity and inclusion are at the center of everything we do. We recognize that our customers, colleagues, contractors, and other partners are central to our success and that we work in a diverse society. We acknowledge not only our legal, but also our moral responsibility to ensure all groups have equality of opportunity.

Only applications submitted through the ISS Careers website will be acknowledged.