Norway - Agency Operator

Who We Are:

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 organisations.

Role Summary:

The Senior Agency Operator will be a key member of a team responsible for providing a 24 hours a day, 7 days a week on-call service to our Principals to ensure the safe and smooth turnaround of all appointed vessels within the jurisdiction of the port office.

In addition to a standard working week, you will be required to undertake work out of usual office hours on a rota basis. 

Contract: Permanent (Full Time)

Location: Kristiansund, Norway (On-Site)

Key Responsibilities: 

• Take full ownership of port call coordination within the office jurisdiction, from enquiry and nomination through to completion, for all port agency and husbandry services.
• Plan and coordinate all vendors, suppliers, and port services in advance to ensure efficient operations and minimise vessel idle time.
• Monitor vessel schedules and ETAs, liaising proactively with port authorities, terminals, and service providers to secure optimal berthing and operations in the Principal’s best interests.
• Manage pre-arrival processes including documentation, customs requirements, and booking of essential services (pilots, towage, lines, etc.).
• Prepare PDAs, manage pre-funding, and respond to cost requests, ensuring compliance with financial procedures and OK-to-Sail requirements.
• Provide regular updates and real-time reports to Principals and stakeholders on vessel status, berthing, sailing, and cargo operations.
• Arrange surveys, inspections, and issue required certificates (e.g. Light Dues), and prepare Statements of Fact and cargo/customs documentation.
• Maintain accurate records of port, terminal, and berth data, and ensure all internal and customer systems are kept up to date with complete and accurate information.
• Ensure compliance with SOPs, KPIs, and customer-specific requirements, escalating issues promptly where necessary.
• Support financial processes by ensuring data integrity, communicating disbursement instructions, aligning supplier invoicing, and assisting with outstanding invoices.
• Carry out additional port agency-related tasks as required by business needs.

Candidate Requirements:

• Prior port agency experience or a background or education in the maritime, shipping or logistics field is desirable.
• Maritime or ICS shipping qualification (or willing to work towards) desirable.
• Experience working in a front facing customer service role.
• Experience of working to pre-defined processes and procedures.
• Experience of (or willing to work in) an out of hours (non-Monday to Friday) role.
• Experience of being rostered on-call with a duty phone desirable.
• Experience working in a corporate / office environment desirable.
• Have strong communication and leadership capacities with a hands-on attitude.
• Excellent time management skills; multitasking in a fast-paced pressured environment.
• Ability to prioritize workload to meet strict timelines calmly
• Competent user of the Microsoft Office suite including Outlook, Excel and Word. 

You will receive: 

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.
• Work with talented, committed, and supportive teammates.
• Value Award celebration events.

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 realise 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.

Our values are at the centre 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. 

#WeAreInchcape

Inchcape is an Equal Opportunities Employer - equality, diversity, and inclusion are at the heart of everything we do. Working in a diverse society, we recognise that our customers, colleagues, and contractors are central to our success. 

Additional Information:

Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location. 

To protect the interests of all parties, Inchcape will not accept unsolicited or speculative resumes from recruitment agencies and will not be responsible for any fees associated with them.

#LI-Onsite