USA - Operations Support Specialist

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.

Business Need / Purpose of Role:

The Operations Support Specialist reporting to Operations Manager is responsible for providing support for operation matters by answering inbound calls or calling back the customers, responding to support tickets, the OSS will attempt to quickly diagnose issues and resolve the problem or escalate as needed. This is an entry-level with the ability to transition to a Bording Agent, where the employee will oversee all aspects of marine operations for assigned vessels.

Statutory matters – responsible for:

Portside Marine

• Create and post Portside Marine invoices.
• Instructed to identify when a PSM invoice as needed, identify and produce an invoice when needed for additional organic revenue.

Upload checks to SharePoint

• Assisting operations of timely uploading of checks/receipts to OneDA and SharePoint

Cash-To-Master (CTM) Deliveries:

• Assist operations in CTM deliveries (ensuring wire requests are sent min 3 days prior to picking up, ordering the correct denomination, and also planning around weekend and night deliveries, following up with the Cash Department for CTM wires).

Following up with vendors for invoices

• Follow up with terminals/vendors for sending timely invoices
• OSS to be aware of our contractual rates with vendors and assist in identifying invoices with incorrect rates.

Assist Operations with Optic OneDA queries updates:

• Monitors Optic daily and ensure that all queries/appointments and other functions are completed timely and within KPI.

Assist Operations with Optic, OneDA & customer system updating.

International Satellite Calls:

• Responsible for logging into 8X8 so they can rebill all satellite phone charges to the correct principles.
• Liaison with the DA Team in India
• Direct contact for the DA team in India, as well as continual training when needed.

Internal controls system:
Package Control

• Receiving, logging, and informing the agents of the arrival of packages. Thorough package tracking to mitigate the risk of packages being missed / not delivered. To minimize service failures and additional costs to forward missed parcels to the next port.
• Assist operations with sending out ship mail/packages and ensure all costs are recorded in OneDA, Optic recovering all costs from our principles.
• Review the UPS, FedEx, DHL websites to ensure that all shipments are accounted for and rebilled properly to the principle. (Aligning Customs clearance charges to the correct vessel files)

Knowledge, Skills, And Abilities

• Foundational knowledge of Port Operations and Port Agency services.
• Ability to work independently with limited supervision, multitask and possess strong initiative, exercise independent judgment within established systems and procedures.
• Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven.
• Attention to detail with a high level of accuracy.
• Excellent customer service and communication skills, including strong verbal and listening skills.
• Must possess an intermediate proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook.

Education, Qualifications, Certifications, And Licenses
Education/Experience:

• High School diploma or GED equivalent required.
• Associate degree in Maritime Transportation or related major in a public or accredited private academic institution preferred
• Prior experience in marine agency field desired, but not required.
• Transitioning military personnel and veterans are encouraged to apply.
• Eligibility to work in the US.

Licenses:

• Agents are expected to travel around specific port/terminal locations and surrounding areas and must possess their own reliable transportation, a valid "non-expired" state drivers' license, and vehicle insurance coverage.
• Once selected for employment, federal regulations require that the applicant must either undergo a federal background check as part of the Transportation Worker Identification Credential (TWIC) program or already possess a TWIC. The TWIC must be obtained within 30 days of appointment and be maintained for the duration of employment. For further program information, visit:

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our partners 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 the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.

What you'll get:

We understand that different families have different needs, which is why we're always evolving our benefits to accommodate our employees.

Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.

In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.

We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation.

• Generous time off and paid holidays

• Two weeks' vacation (immediately upon date of hire), 10 days Personal/Sick time, 12 paid holidays

• Paid parental leave

• Employee Assistance Program (EAP)

• Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.
• Career growth and opportunities for promotions. We develop and hire from within
• Compensation range is $50,000 and up depending upon experience. You may also be eligible for bonuses and other benefits.
• Plus, much more

We have you covered for anything life could throw your way.

Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you're proud of, and take advantage of all the future holds.

Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are.

Who
you
are is who
we
are.

Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages. As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email - describing the accommodation.