Equipment Coordinator

                             Please Note: This position is available in the Hapag - Lloyd Namibia Office based in Walvis Bay.

• Responsible for coordinating and overseeing all cargo operations activities including inland and depot which requires close contact with the Terminal, Vessel Agents and Inland Service providers, therefore ensuring smooth operations, and efficient processes during vessel stay in port for cargo operations maintaining effective communication with stakeholders. 

• Collaborating with various internal and external stakeholders for on ground execution of load, discharge, vessel finalization and adherence to any local requirements.

• Consciously establishes a culture that encourages customer focus, self-development, efficiency, collaboration, and creates an environment for process improvements.

• Upholds and ensures that all Hapag-Lloyd policies and procedures are followed and maintained.

• Bachelor’s degree in marine studies, logistics, supply chain management, or a related field, or experience as a Nautical Officer. (Preferred)

• Proven experience in port and terminal management, with a focus on berth planning, port operations, and hub management. 

• Strong knowledge of port operations, vessel scheduling, and terminal activities. 

• Strategic mindset and the ability to develop and implement effective plans and initiatives. 

• Strong analytical and problem-solving abilities to drive operational improvements. 

• Knowledge of relevant regulations and industry standards in port and terminal operations

• Attend to the job specific tasks as well as any ad hoc operational task as specified but not limited to tasks outline below which will be reviewed and may change in future

• Provide cost estimates/on ground arrangements for special cargo, such as break bulk and out-of-gauge (OOG) shipments, ensuring accurate pricing and cost calculations.

• Support the handling of dangerous goods (DG) containers with special requirements, such as Class 1 and 7, ensuring adherence to safety protocols and regulations. 

• Handle damaged containers during the load and discharge process, coordinating with relevant teams and stakeholders to ensure proper handling and documentation 

• Monitor and report on leaking containers and ship damage, taking necessary actions to address safety concerns and mitigate risks 

• Coordinate and arrange physical inspections conducted by customs officials, surveyors, or other relevant parties 

• Arrange local port formalities, ensuring compliance with port regulations and facilitating smooth operations for vessels 

• Aid all teams including QSC and RME Operations for local port related matters where local coordination will assist in the process in the best interest of the outcome.

• Represent the company within the port community, maintaining positive relationships with port authorities, pilot stations, and other relevant entities 

• Facilitate commercial and company visits to terminals and Hapag vessels, coordinating schedules, providing necessary information, and ensuring a smooth visitor experience 

• Ensures accuracy and timeliness of daily updates to ensure the Terminal has the latest most up to date information. 

• Coordinate cut & run (whenever required) for vessels and finalize priority cargo after coordinating with Cargo control / Transshipment / ED / cargo ops planning / Network Execution

• Attend weekly/monthly (as per requirement) terminal performance meetings along with regional stakeholders. 

• Keep all stakeholders informed about any change in terminal / local tariffs / adherence to local regulations.

• Monitor & update vessel/cargo operations during vessel port stay. Monitoring pre/post idle / stoppage of cargo operations / delays. 

• Oversee husbanding / cargo ops tasks which have been outsourced to external agents. 

• Monitor and approve late gate requests, ensuring compliance with established protocols.

• Monitor container levels (In depot, in port and with customers - import & export)

• Update internal stock level reports and request a resupply or evacuation as required.

• Monitor container damages and report to Hapag-Lloyd and inspect if major damage.

• Monitor Vessel ETA's and update internal reports.

• Ensure Tracking/ EDI accuracy and co-ordinate with Hapag-Lloyd teams to correct where necessary.

• Report on equipment availability, container conditions and booking status per vessel.

• Report weekly on all stock levels internally. (Export & Import - With customer/ In depot/ In port)

• Report on import and export longstanding containers.

• Send Equipment Status and Booking Forecast report to Hapag-Lloyd

• Send port situation report to Hapag-Lloyd

• Complete and submit Hapag-Lloyd vessel KPI report for vessels calling Walvis Bay.

• Follow up on all pending Work Orders and keep the record sheet up to date.

• Follow up on pending payments to vendors with finance.

• Update Export and Import report with all containers loaded and discharged for the past month per vessel (Actuals).

• Update Export and Import report with all containers intended to load and discharge for the new month per vessel (Forecast).

• Submit shipping or landing orders for empty containers being shipped from or to Walvis Bay.

• Co-ordinate empty resupply or evacuation with transporters, port & depot.

• Handle all claims related to damages, which includes placing the damaging party on notice for all costs, following the case till containers is repaired or evacuated and all costs/funds have been recovered.

• Verify vendor invoices and request work orders for services delivered.

• Submit approved invoices with corresponding invoices to finance for payment

• Verify vendor invoices and request work orders for services delivered.

• Ensure work is conducted within the context of established Hapag-Lloyd policies and procedures relevant for the function

• Supplier relationship management

• Supplier performance management

• Inter departmental collaboration

• Stakeholder management

• Attend to all reasonable requests from Hapag-Lloyd and attend relevant meetings as required