Planning and coordination of vessel calls

• Acceptance and verification of preliminary information on the vessel, cargo and voyage (ETA/ETD, vessel draft, restrictions, dangerous goods, oversized cargo).
• Selection of the optimal port/terminal and handling scheme taking into account queues, ice/weather conditions, draft and dimension restrictions.
• Coordination of mooring windows, berthing, and cargo handling schedules.

Documentation and interaction with regulatory authorities

• Preparation and submission of preliminary notifications, ship declarations and documentation sets.
• Organization of border, customs, sanitary, quarantine and other types of control (depending on the type of vessel and cargo).
• Consultations on the requirements of the Russian legislation and port regulations.

Port services and preparedness

• Ordering pilotage, tugs, mooring crews, anchoring/waiting.
• Organization of icebreaker escort (during the season) and support for ice procedures.
• Preliminary calculation and approval of port fees, services and estimated expenses (proforma disbursement account).
• Preparation of supply requests: bunker, water, food supplies, spare parts, consumables, waste disposal.
• Coordination of crew changes, visits, transfers and hotels (if required).

Operational management of the vessel entry

• The vessel meeting, constant communication with the captain, terminal and port services 24/7.
• Mooring/unmooring control, compliance with the safety requirements and port regulations.
• Coordination of inspections and checks, escorting the services representatives on board.

Cargo operations and coordination with the terminal

• Coordination and control of loading/unloading plans, timesheets, shift work, and productivity.
• Interaction with the terminal, surveyors, forwarders, stevedores.
• Organization of survey services, sampling, sealing, reports processing (if required).
• Prompt resolution of emergency situations: plan adjustments, delays, weather-related downtime, claims.

Supplies and services for the vessel and the crew

• Organization of bunkering, water supply, provisions, technical supplies, spare parts.
• Ordering and supervision of works: repair crews, diving operations, inspections, classification services (subject to agreement).
• Disposal of waste, sludge, wastewater; processing of relevant documentation.
• Medical care, delivery of medications, doctor visits.
• Crew change: invitations, transfers, escorting, issuing passes and access permits.

Finance and transparency of expenditures

• Maintaining a disbursement account, monitoring accruals of the port services and contractors.
• Coordination of additional services with the ship owner.

Prepare for departure without delays

• Preparation and closure of all port formalities, obtaining permits for departure.
• Final reconciliation of the documentation: cargo documents, reports, timesheets, confirmation of services.
• Ordering a pilot, tugboats, mooring crews, coordinating the departure time.
• Coordination of exit from the port, transition to the next route/raid point.

Final calculations

• Preparation of the final disbursement account, verification of the accuracy of the services and fees charged.
• Organization of payment of port invoices/contractors (by agreement) and closing documents.