The Boarding Agent is responsible for coordinating all agency, husbandry, and administrative functions associated with individual vessel calls to the Port. Under the guidance of the Port Manager and Operations Manager, the Boarding Agent will initially train in our Philadelphia, PA office for several months to gain hands-on experience in vessel operations, coordination, and port procedures. Upon successful completion of training, the role will transition to a Vessel Coordinator position in our Elizabeth, NJ office, where the employee will oversee all aspects of marine operations for assigned vessels.

• Board vessels in port on a daily basis to facilitate smooth arrival and departure.

• Assist Port/Operations Manager with planning and assigning weekly vessel rotation and follow-up on pro forma requests.

• Aid in billing procedures and the preparation of port cost estimates.

• Respond to principal and customer inquiries in alignment with corporate policies.

• Maintain and manage accurate marine vessel files, ensuring timely preparation of required documentation.

• Prepare and execute necessary governmental and agency documents, ensuring timely submission and compliance.

• Communicate daily with principals, customers, vessel Masters, Port Authorities, and relevant government entities.

• Procure outside services for vessels as directed by Port/Operations Manager.

• Travel to U.S. Immigration Control and U.S. Customs to ensure all necessary documentation is in place for vessel arrivals and departures.

• Follow company HSEQ policies and procedures.

• Perform additional duties as required by the Port/Operations Manager or other management team members.

• Transition to Vessel Coordinator responsibilities, including overseeing all marine operations and agency functions for assigned vessels.

• Assist the Port Manager with follow-up and completion of pro forma requests for operational tasks.

• Prepare and transmit estimates for port costs, ensuring accuracy and timely delivery.

• Ensure that marine vessel files are maintained correctly and all documentation is processed in a timely manner.

• Execute required agency and governmental documentation, obtaining approvals and managing submissions for compliance.

• Communicate effectively with principals, vessel Masters, Port Authorities, and relevant government bodies on all aspects of vessel operations.

• Procure operational, agency, and administrative services as necessary, while managing costs and maintaining high vendor service standards.

• Ensure that all required documentation for U.S. Customs and Immigration is in place for vessel arrivals and departures.

• Abide by HSEQ (Health, Safety, Environment, Quality) policies at all times.

• Take on additional responsibilities as required, with the role evolving alongside industry and technology changes.

Requirements:

• High School diploma or equivalency
• Some college courses in business management helpful
• Previous experience in the marine agency field helpful but not required
• Verifiable excellent customer services abilities
• Able to enter, generate and retrieve information using a computer
• Experience with Microsoft Office Suite
• Strong communication skills, with groups and in individual interactions to solve problems
• Must be able to lift 50 pounds
• Must have a valid driver’s license and an acceptable motor vehicle record (MVR)
• Must be able to obtain a Transportation Workers Identification Card (TWIC)
• Must have reliable transportation
• Must be able to provide and maintain automobile insurance according to state laws
• Must be available to work a flexible schedule based on business needs, including days, nights, weekends, and some holidays with travel to and from the marine vessel while in Port
• Not all aspects of the job are covered by the descriptions, other duties may be required
• Position may change as the industry and technology evolve

Working Conditions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires that the employee works outdoors in both hot and cold temperatures, as well as indoors in an office environment. The employee must possess the ability to crouch and stoop to access areas with restricted headroom, to climb ladders, and to lift and carry items weighing up to 75 pounds. The employee may be exposed to odors, dust, dirt, mechanical hazards, elevated noise levels, and potentially hazardous equipment. Additionally, the individual must demonstrate the capability to board vessels during rough weather and sea conditions. Long working hours, travel obligations, weekend duties, and a 24-hour “on-call” status are essential requirements of this role. Compliance with all work regulations, including those concerning safety and health, is mandatory.

The job involves frequent and extensive activities including walking, lifting, climbing, stooping, bending, and jumping, with the following requirements:

• Frequent walking and standing for extended periods.
• Frequent climbing of gangways, including heights of six feet or more.
• Occasional exposure to outdoor weather conditions (hot, cold, or rainy).
• Frequent and proper lifting of objects weighing up to 50 pounds.

The employee will be required to make numerous trips to the marine vessel during its time in port to handle any issues relevant to the efficient arrival and departure of the vessel.

The employee must have the ability to work a flexible, full-time schedule, which may include days, nights, evenings, weekends, and holidays.

Norton Lilly International is an equal-opportunity employer.