Job Description

Panwood Pte Ltd was established in 1987, serving Korean vessel owners.





Bunker Call & Crew Agent (Vessel Owner's Agent)





POSITION SUMMARY:





We are looking for a highly organized and detail-oriented Assistant Bunker Call & Crew Agenct to join our dynamic ship management team. In this vital role, you will ensure the smooth operation of our vessels by providing comprehensive administrative and logistical support to our crew members and coordinate between Vessel Master and Bunker supplier during Bunker Schedules.







KEY RESPONSIBILITIES:

Crew Changes :

Facilitating sign on/off procedures and handling visa requirements Arranging air and sea travel ticketing and accommodation Organising Airport meet and land transfers Managing Launch boat services and port transfers Coordinating medical checkups for crew members Port Logistics and Procurement: Managing custom clearance for ship spares (including tax exemptions) Coordinating supply boat services and delivery arrangements Facilitating logistics and procurement needs Marine Booked Services: Arranging class survey and P&I insurance services Coordinating technical support for deck navigation and engine repairs Facilitating de-slopping and waste-oil removal Managing all ship requirements within or beyond port limits (specifically in Singapore) Arranging fresh water supply and disposal of various categories of garbage Oversee crew sign-on and sign-off procedures in compliance with the latest Maritime and Port Authority of Singapore (MPA) regulations. Coordinate with relevant authorities, agents, and internal teams to facilitate seamless crew changes. Verify and consolidate personal details, documentation, and certifications, ensuring online authentication where required.

Bunker Call and Documentation:

Support and ensuring compliance with local and international regulations coordinating bunkering operations (provide ETA and operational updates) verifying documentation, and facilitating communication among vessels, fuel suppliers, and port authority. Assist in obtaining necessary permits and certifications Documentation and Record Keeping (fuel delivery receipts, safety checklists, and compliance reports and maintain accurate records of bunkering activities, to track fuel usage, monitor compliance with regulations, and provide documentation for auditing or regulatory purposes. Emergency Response In case of any incidents during bunkering Working closely with the fuel supplier to arrange timely delivery and verify the quantity of fuel being transferred helps avoid delays or discrepancies. Arranging with berthing & terminal points

Cargo Handling

A. Import / Inward Cargo (Air / Sea / Courier)

Email triage & cargo plan validation

Acknowledge cargo plans from principals; confirm vessel, ETA/ETB, and delivery mode (berth/anchorage/OPL/passing).

Clearance & scheduling

Forward AWB/BL & CIPL to appointed forwarder for customs clearance.


Obtain provisional delivery schedule for loading; update internal loading plan against vessel ETA changes.

Port & launch arrangements

Prepare Delivery/Supply Applications in the relevant port system (e.g., Jurong Port) and share loading details with the forwarder.


Arrange launch boats for anchorage/OPL/passing as needed; confirm pier/meeting point and cut-off.

Sea-freight DO handling

Track Arrival Notices from shipping lines/transporters; process payment where required to obtain Delivery Orders; share DO + LOA with forwarder.

Courier & small parcels

Prepare incoming courier shipments (DHL/FedEx/UPS/EMS, etc.) for just-in-time supply upon vessel arrival.

Receiving & control

Receive C/O items delivered to office/warehouse; label and record accurately.

Records & packs

Maintain

Cargo/Spare Parts List

(traceability for every line item).


Prepare

Check-List File

for Master's endorsement (3 sets: Master / Accounts x2). Boarding officer carries originals.

Pre-arrival communication

Email

Spare Parts List

to Master 1 day before arrival with scans (AWB/DO/Packing List).


For

passing/OPL

, include launch booking details and ensure reply/endorsement received.



B. Off-Land Collection & Export

Requests & confirmation

Acknowledge off-land requests from Master/Superintendent; confirm item details, readiness, and collection point.

Collection method

Small items: in-house collection (ensure Landing Certificate states

FOR RETURN

where applicable).


Large/heavy items: coordinate collection with appointed forwarder.

Export mode & quotations

Confirm export mode (air/sea/courier) with principal; obtain quotes from forwarders; share to Superintendent for approval.


For urgent/low-value items, prepare shipments on company courier account as instructed.

Compliance & docs

Prepare export documentation (commercial invoice, packing list, HS codes, COO if needed); ensure special cargo (DG, batteries, etc.) follows airline/IMO rules.


Track uplift/ETD/ETA and close the loop with proof of export and billing references.



Additional Duties:





Undertake ad-hoc tasks, projects, and activities as assigned by the supervisor.


Conduct ship visits to observe crew work environments, performance, and welfare, and gather feedback on any crew-related issues.