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Key Responsibilities and Required Skills for Harbor Clerk

💰 $45,000 - $65,000

LogisticsMaritimeAdministrativeSupply ChainOperations

🎯 Role Definition

As a Harbor Clerk, you are the central nervous system of port and terminal operations. You will be the primary point of contact for coordinating all activities related to vessel arrivals, departures, and cargo movements. This role requires meticulous attention to detail, exceptional communication skills, and the ability to thrive in a dynamic, 24/7 environment. You will be responsible for ensuring that all documentation is accurate, all communications are clear, and all operations proceed smoothly, safely, and in compliance with maritime regulations. This is a critical administrative and operational support function that keeps global trade moving.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant (with an interest in logistics)
  • Logistics Coordinator
  • Data Entry Clerk
  • Shipping and Receiving Clerk

Advancement To:

  • Lead Harbor Clerk / Senior Port Clerk
  • Vessel Planner
  • Port Operations Supervisor
  • Marine Terminal Manager

Lateral Moves:

  • Customs Brokerage Agent
  • Intermodal Coordinator
  • Logistics Planner

Core Responsibilities

Primary Functions

  • Prepare, process, and verify all essential vessel documentation for arrivals and departures, including customs forms, pre-arrival notices, and departure clearances.
  • Act as the primary communication link between ship agents, vessel masters, port authorities, pilots, and tugboat services using phone, email, and VHF radio.
  • Coordinate berthing and unberthing schedules, ensuring all relevant parties are informed of vessel movements and timings.
  • Accurately input and update real-time operational data into the Terminal Operating System (TOS), such as vessel statuses, cargo manifests, and container locations.
  • Generate, review, and distribute critical shipping documents like Bills of Lading (B/L), Delivery Orders, and Gate Passes.
  • Liaise with Customs and Border Protection (CBP) and other government agencies to ensure all cargo and vessel documentation meets regulatory compliance standards.
  • Track and monitor the movement of containers, break-bulk, and other cargo within the terminal, from vessel discharge to gate-out.
  • Prepare and process accurate invoices for port services, including wharfage, dockage, line handling, and storage fees.
  • Maintain meticulous and organized logs, records, and filing systems for all vessel calls, cargo operations, and safety incidents.
  • Ensure strict adherence to all port security protocols, including the International Ship and Port Facility Security (ISPS) Code and facility access control.
  • Communicate with stevedoring supervisors to confirm labor orders and equipment requirements for cargo handling operations.
  • Disseminate timely updates regarding vessel schedules, delays, or operational changes to all internal and external stakeholders.
  • Investigate and resolve discrepancies in cargo counts, documentation, and system data, escalating complex issues to management.
  • Operate and monitor VHF radio channels to maintain constant communication with vessels and marine traffic services.
  • Compile and distribute daily, weekly, and monthly operational reports summarizing terminal activity, productivity, and key performance indicators.
  • Coordinate the delivery of ship's stores, provisions, and crew change logistics with ship agents and vendors.
  • Manage the timely release of import cargo and the proper acceptance of export cargo, verifying all necessary clearances are in place.
  • Assist in the planning and execution of yard and vessel stowage plans by providing accurate and timely data.

Secondary Functions

  • Support the Port Operations Manager with ad-hoc data requests and the preparation of special reports and analyses.
  • Assist in process improvement initiatives aimed at enhancing terminal efficiency, data accuracy, and operational workflow.
  • Liaise with the IT department to report, troubleshoot, and resolve issues related to the Terminal Operating System (TOS) and other software.
  • Participate actively in regular safety meetings and contribute to fostering a strong culture of health and safety in the workplace.
  • Provide general administrative support to the operations department, including managing supplies and handling correspondence.

Required Skills & Competencies

Hard Skills (Technical)

  • Terminal Operating Systems (TOS): Proficiency with maritime software such as Navis N4, Tideworks, or other proprietary TOS platforms.
  • Data Entry & Accuracy: High-speed, accurate data entry skills are essential for maintaining the integrity of operational information.
  • Maritime Documentation: Strong knowledge of key shipping documents, including Bills of Lading, Manifests, Stowage Plans, and Delivery Orders.
  • MS Office Suite: Advanced proficiency in Microsoft Excel for reporting, along with competence in Word and Outlook for communication and documentation.
  • Customs Procedures: Familiarity with customs clearance processes and an understanding of regulations from agencies like CBP.
  • VHF Radio Operation: Competence in using VHF radios for clear and professional communication with vessel and port personnel.
  • Basic Accounting: Ability to prepare and verify invoices for port services.

Soft Skills

  • Attention to Detail: Meticulous and thorough in all aspects of work, from data entry to document verification.
  • Communication: Excellent verbal and written communication skills for clear and effective interaction with a diverse range of international stakeholders.
  • Working Under Pressure: Ability to remain calm, focused, and effective in a high-pressure, fast-paced, and time-sensitive environment.
  • Problem-Solving: Proactive in identifying issues, analyzing situations, and implementing effective solutions in real-time.
  • Multitasking: Superb ability to manage and prioritize multiple tasks simultaneously, such as handling radio calls while processing paperwork.
  • Teamwork & Collaboration: Strong interpersonal skills to work effectively with operations teams, external agents, and government officials.
  • Time Management: Exceptional organizational and time management skills to meet strict deadlines for vessel and cargo operations.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's degree in a relevant field.

Relevant Fields of Study:

  • Maritime Administration or Marine Transportation
  • Logistics and Supply Chain Management
  • Business Administration
  • International Trade

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative or operational role within the maritime, shipping, or logistics industry.

Preferred:

  • Direct experience working in a marine terminal or port environment is highly advantageous. A Transportation Worker Identification Credential (TWIC) may be required. Familiarity with 24/7 shift work is often preferred.
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