Position Summary
The Manager of Port Operations is responsible for the planning, coordination, and execution of global port operations in support of the company’s worldwide yacht deployment. The role ensures that each port call is operationally prepared, compliant, cost-effective, and executed in accordance with company standards and the expectations of an ultra-luxury commercial yachting experience.
The Manager serves as a primary operational liaison between shoreside leadership, vessel teams, port agents, port authorities, terminals, marinas, government agencies, and other local service providers. Responsibilities include port-call readiness, berth and marina coordination, port agency management, turnaround operations, regulatory requirements, port-cost management, irregular operations, and continuous improvement of operational processes.
As requested, the Manager may also support deployment and itinerary planning activities, including itinerary feasibility reviews, destination research, port evaluations, routing alternatives, and itinerary changes. These responsibilities are supportive of the role's primary focus on Port Operations.
Key Responsibilities
Port Operations & Operational Readiness
- Manage the planning and operational readiness of scheduled port calls across the company’s worldwide deployment.
- Ensure all required port arrangements, confirmations, documentation, services, and local requirements are completed in advance of vessel arrival.
- Coordinate berth reservations, marina bookings, anchorage requests, terminal arrangements, pilotage, tug requirements, permits, security, waste removal, water, bunkering support, deliveries, offloads, and other port services as required.
- Ensure vessels receive accurate and timely port-call information, including operational requirements, local restrictions, contacts, service arrangements, and regulatory procedures.
- Coordinate operational requirements for turnaround ports, transit calls, anchorages, tender ports, marinas, and special operating locations.
- Support embarkation and disembarkation operations, including terminal readiness, luggage handling, stevedoring, transportation, provisioning support, guest flows, and other shoreside requirements.
- Monitor port-call execution and proactively resolve issues affecting safe, efficient, or timely operations.
Port Agency & Vendor Management
- Manage day-to-day relationships with global port agents and other port-service providers.
- Establish clear operational expectations and ensure agents provide timely, accurate, and complete information.
- Monitor port-agent performance against service standards, contractual requirements, operational needs, and budget expectations.
- Participate in the evaluation, appointment, and periodic review of port agents and key operational vendors.
- Support RFPs, competitive bidding, rate negotiations, and comparative analysis of port agency and related services.
- Maintain productive relationships with port authorities, terminal operators, marina operators, government officials, security providers, stevedores, transportation providers, and other local partners.
- Escalate material vendor-performance or service issues to the Director, Port & Shoreside Operations as appropriate.
Regulatory & Government Coordination
- Coordinate agency supported customs, immigration, agriculture, health, port authority, and other government requirements associated with vessel, guest, and crew operations.
- Ensure port-call arrangements comply with applicable local regulations and operational requirements.
- Identify potential immigration, customs, cabotage, clearance, or other regulatory issues affecting scheduled operations.
- Coordinate with Marine Operations, Legal, Security, Finance, and other subject-matter experts when specialized review or interpretation is required.
- Ensure required permits, declarations, supporting documentation, and local approvals are obtained within appropriate timelines.
Irregular Operations & Operational Support
- Manage or support operational response to berth conflicts, port congestion, weather disruption, late arrivals or departures, strikes, regulatory issues, medical situations, transportation disruption, and other irregular operations.
- Develop operational alternatives in coordination with Itinerary Planning, vessel leadership, Marine Operations, the Director, and other relevant stakeholders.
- Provide shore-based support to Masters and onboard leadership for port-related operational issues.
- Support special operational requirements associated with charters, inaugural calls, events, technical projects, and other non-routine activities.
- Participate in departmental emergency-response or duty coverage as assigned.
Port Cost & Financial Management
- Review Proforma Disbursement Accounts (PDAs), Final Disbursement Accounts (FDAs), port tariffs, vendor quotations, and invoices for accuracy and compliance with agreed rates.
- Monitor port costs and identify significant variances, anomalies, or opportunities for cost improvement.
- Support development and maintenance of port-cost budgets and forecasts.
- Coordinate required pre-funding, invoice approval, settlements, and payment follow-up with Finance and Accounts Payable.
- Balance cost management with operational reliability, regulatory compliance, and the company's service standards.
- Coordinate and manage FDA invoice coding specialists.
Destination & Port Assessment
- Conduct port, terminal, marina, and destination inspections as required.
- Evaluate operational infrastructure including berth suitability, vessel access, tender operations, terminals, transportation, security, logistics, regulatory requirements, and shoreside services.
- Prepare structured inspection and operational assessment reports.
- Support evaluation of prospective ports and destinations from an operational perspective.
- Maintain current knowledge of port infrastructure, restrictions, service capabilities, and operational developments within assigned regions.
Systems, Documentation & Process Improvement
- Maintain accurate port, destination, vendor, operational, and financial information within IMS, MXP, and other departmental systems.
- Ensure operational records and supporting documentation are maintained in accordance with departmental standards.
- Develop and maintain port-operation procedures, checklists, reference materials, templates, and standard operating procedures.
- Identify opportunities to improve operational workflows, controls, communication, and efficiency.
- Support testing and implementation of system and process enhancements.
- Provide training and guidance to internal stakeholders and external partners regarding applicable port-operational processes and standards.
Cross-Functional Coordination
- Work closely with Marine Operations, Hotel Operations, Security, Finance, Product, Charter, Commercial, Logistics, Human Resources, and onboard leadership.
- Coordinate operational requirements and communicate significant issues, changes, or risks to appropriate stakeholders.
- Participate in voyage-planning, operational-readiness, and departmental meetings.
- Support charter operations during planning, execution, and post-operation review.
- Work closely with the Business Intelligence Analyst on port-cost, operational-performance, agency-performance, and readiness reporting.
Itinerary Planning Support — As Required
- Support deployment and itinerary planning activities when requested by departmental leadership.
- Review proposed itineraries for operational feasibility, including berth availability, port restrictions, local regulations, turnaround requirements, sailing considerations, and infrastructure.
- Research potential ports, marinas, anchorages, and destinations.
- Support itinerary changes resulting from operational, regulatory, commercial, or destination considerations.
- Participate in destination evaluation and itinerary-validation exercises.
- Itinerary planning responsibilities may vary according to departmental requirements and should remain secondary to the Manager's primary responsibility for Port Operations.
Leadership & Communication
- Provide day-to-day operational directions to Port Operations Specialists or other assigned team members.
- Establish priorities and monitor completion of assigned port-operational activities.
- Support the Director in developing departmental procedures, standards, resource requirements, and operational objectives.
- Promote accountability, collaboration, attention to detail, and continuous improvement across the Port Operations function.
Qualifications
- Bachelor's degree in Maritime Studies, Hospitality, Logistics, Transportation, Business Administration, Tourism, or related discipline, or equivalent relevant experience.
- 5+ years of progressive experience in port operations, cruise operations, yachting, maritime operations, logistics, or related passenger-vessel operations.
- Prior supervisory, team-lead, or management experience preferred.
- Strong working knowledge of passenger-vessel port operations, port agency practices, berth and marina arrangements, and international port requirements.
- Experience coordinating customs, immigration, regulatory, terminal, turnaround, and vessel-support activities.
- Demonstrated experience managing port agents, vendors, and operational service providers.
- Strong understanding of operational budgeting and cost management.
- Global geographical knowledge and familiarity with major cruise and yachting operating regions.
- Experience with itinerary planning, deployment, or destination development is advantageous but not required as the principal competency of the role.
- Strong proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
- Experience with IMS, MXP, NetSuite, Brennock, or similar maritime or operational systems is preferred.
- Excellent communication, organizational, negotiation, and problem-solving skills.
- Strong attention to detail and ability to manage multiple concurrent operations across different geographic regions and time zones.
- Ability to travel internationally approximately 20–30% and provide scheduled or situational after-hours support during assigned vessel operations.
