Poland - Operations Coordinator

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:

Inchcape Shipping Services has established a Regional Operations Centre (ROC) in its Gdynia office to provide a centralised support function to local port offices, selected business streams and customers. This role will work as part of the Operation Coordination Team to support the offices across Northern Europe by completing the Close Estimate and other important and related administrative tasks required as part of the port call process.

Contract: Permanent

Location: Gdynia, Poland (Hybrid)

In line with company policy, Inchcape does not provide visa sponsorship for candidates and cannot consider applicants who will require this now or in the future.

Please submit your application and CV in English.

Key Responsibilities:

• Coordinate accurate data entry for husbandry and commercial port calls across Northern Europe using ISS and client systems.
• Set up and maintain port call details within internal systems, ensuring information is accurate and up to date.
• Provide administrative support to local port agency offices throughout the vessel call process.
• Monitor and respond to additional requirements from local offices during port call execution.
• Manage and resolve port call queries in collaboration with operational, finance and invoicing teams.
• Liaise with internal stakeholders to ensure smooth coordination and efficient delivery of port agency services.
• Prepare and submit Close Estimations (CEs) following vessel departure, supporting payment reconciliation.
• Ensure timely submission of CEs to clients or the Managed Services Hub for contract customers.
• Support efficient Disbursement Account (DA) turnaround, maintaining accuracy, service quality and operational efficiency.

Candidate Requirements:

• Previous experience in an administrative or data management role, ideally within a commercial or corporate environment.
• Knowledge of port operations, shipping, port agency services or finance is advantageous.
• Good written and verbal communication skills in English.
• Proficiency in Microsoft Office, particularly Excel, Outlook and Word.
• Strong attention to detail and accuracy in data entry and administrative tasks.
• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Ability to work independently and manage workloads effectively with minimal supervision.
• Confident communicating with internal teams and external stakeholders across different cultures and levels of seniority.
• Ability to remain organised and effective when working under pressure.
• Secondary education or equivalent; further qualifications in shipping, finance or data management are advantageous.
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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.

In line with the EU Pay Transparency Directive, information regarding the compensation package for this position will be provided to candidates by our recruitment team at an appropriate stage before or during the interview process.

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.