Shipping Desk and Harbour Administrator

Dublin Port Company

Dublin
Permanent
Full-time

22 days ago

About UsDublin Port Company is a State-owned commercial entity with responsibility for the development and operation of Dublin Port. As Ireland’s largest freight and passenger port, we handle nearly 50% of national trade. Dublin Port operates in a highly competitive environment, providing essential national infrastructure as a Tier 1 port under National Ports Policy and part of the EU TEN-T Core Network.Located at the heart of Dublin City and connected to the national road and rail networks, we are central to Ireland’s economic and logistical ecosystem. We are currently progressing our Masterplan towards 2040, with significant investment in infrastructure, sustainability, and digital transformation.OverviewReporting to the Harbour Master Management Team this role forms part of a 3 person Shipping Desk and Harbour Administration Team. The Shipping Desk and Harbour Administration Team play a central role in the efficient coordination of ship management and control. Acting as the primary hub for all vessel‑related information, this role manages key operational inputs such as arrival notifications, ETA/ETD updates, service bookings, berth requests, and tidal window considerations to ensure the safe and efficient movement of vessels through the port.As an integral member of the Harbour Department, the Shipping Desk and Harbour Administrator works closely with the Harbour Masters, Marine Supervisor, VTS team, and Pilots in a fast‑paced and highly collaborative environment, ensuring accurate processing of services and maintaining operational excellence across Dublin Port.Key Responsibilities

Managing agents input into the Klein system – accepting notice of arrivals, amendments to ETAs/ETDs, drafts etc.
Recording notice of arrivals, updates to ETAs, ETDs, shifts, drafts, berths etc.
Processing Agent requests for Pilots, Tugs and other services and passing them on to the relevant service provider
Consulting with Harbour Masters, Marine Supervisor, VTS and Pilots re timings, berthing positions etc.
Ensuring an accurate shipping plan is in place – timings, berthing positions, tidal windows etc.
Monitoring of shipping movements
Processing bridge lift requests
Managing the vessel list in Klein
Producing daily Expected List
Liaising with Agents/Stevedores re vessel times, drafts, berths, positions on berths, lay by requests etc.
Managing ferry schedules
Ensuring the accurate charging of services provided to each vessel
Liaising with Finance Department re billing
Processing Cruise Liners booking for current and future years
Resolving Klein issues in Harbour Dept.
Consulting with IT Team re Klein issues/changes required
Training/assisting agents in the use of the Klein system
Testing of Klein upgrades before they go to the Live environment
Providing cover for the other administrative role in the department
Organising naval ship liaison visits

Qualifications and Experience

Extensive knowledge of the Klein system
Understanding of shipping operations and shipping terminology
Good interpersonal skills as the role involves constant contact other department members and Agents/Stevedores
Good organisational skills
Being able to work under pressure as the role is an extremely busy one and all information received has to be dealt with immediately
Good attention to detail as you are dealing with critical information e.g. ships draft, tidal windows, berthing positions
Strong working knowledge of Microsoft Office (Word, Excel, Outlook)
Demonstrated ability to manage documentation, scheduling, and data entry with accuracy
Excellent written and verbal communication skills. Excellent phone manner as the role involves constant phone calls to/from Agents/Stevedores
Strong organisational and time management abilities
Ability to work effectively both independently and as part of a team
Comfortable liaising with internal and external stakeholders

Key Competencies * Operational Awareness – Understands vessel movements, port operations, and marine processes to support safe and efficient ship management.

Attention to Detail – Ensures all operational data and service information are captured accurately and consistently.
Communication & Stakeholder Engagement – Shares clear, timely information with internal teams and external partners to keep operations running smoothly.
Systems & Data Proficiency – Confidently uses the Klein system and other digital tools to manage schedules, updates, and vessel information.
Problem‑Solving & Prioritisation – Responds effectively to changing conditions and competing demands in a time‑sensitive environment.
Organisation & Multitasking – Manages a high volume of tasks and information efficiently while maintaining structure and control.

This role requires full on‑site attendance for the first 12 months to support effective onboarding and operational integration. After this period, there may be an opportunity to work one to two days per week from home, depending on business needs.Our Commitment to DiversityWe value diversity and believe that different perspectives make us stronger. We welcome applications from all backgrounds and are committed to creating an inclusive workplace.

Dublin Port Company

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