Deputy General Manager - Documentation - Ports & Terminals - Chennai

Deputy General Manager - Documentation - Ports & Terminals - Chennai

Primary Purpose/  Objectives

To lead and oversee Gate Operations, Documentation and liaison with Chennai Port Authority (CHPT), Customs officials and other relevant external authorities at Chennai Container Terminal (CCT), ensuring safe, efficient and uninterrupted terminal operations, regulatory compliance, timely container movement and effective stakeholder management. Drive operational excellence, customer satisfaction, resource optimization and continuous improvement across Gate and Documentation functions.

 

Key responsibilities

Functional Requirements: 

 

• Gate Operations Management: Oversee In-Gate, Out-Gate and North Gate operations, ensuring optimum gate productivity, truck turnaround time below 60 minutes, efficient traffic management, resource utilization and uninterrupted container movement.

• Documentation Management: Ensure accurate and timely processing of import/export documentation, IAL/IGM reconciliation, ICD documentation, PNR processing, customs holds/releases, container status updates and statutory records.

• Port & Customs Liaison: Act as the primary liaison with CHPT, Customs officials and other relevant government authorities, coordinating operational approvals, container clearances, gate access, regulatory requirements and resolution of issues impacting terminal operations.

• Stakeholder Management: Maintain effective coordination with shipping lines, CFS operators, transporters, customers, port authorities, Customs and internal departments to facilitate seamless container movement and timely resolution of operational escalations.

• Operational Planning & Coordination: Coordinate with Yard, Vessel Operations, Commercial, Security and other functions to ensure timely ICD/ITT movements, vessel-related gate activities, container delivery and achievement of planned operational timelines.

• Safety, Security & Compliance: Ensure adherence to applicable port regulations, Customs requirements, terminal SOPs, security protocols and HSE standards. Drive a zero-harm culture through incident prevention, near-miss reporting and timely closure of corrective actions.

• People & Resource Management: Lead and monitor Gate and Documentation teams, including supervisors, checkers, surveyors, security personnel and contract workforce, ensuring effective manpower deployment, shift management, productivity and accountability.

• Performance Monitoring & Reporting: Monitor key operational KPIs, including truck turnaround time, gate productivity, documentation accuracy, container movement timelines, customer complaints and operational stoppages. Prepare periodic MIS reports and provide performance updates to senior management.

 

 

• Issue Resolution & Escalation: Address operational bottlenecks, system issues, documentation discrepancies, customs clearance delays and stakeholder concerns, escalating critical issues to senior management as required.

• Process Improvement: Identify opportunities for process standardization, automation, improved resource utilization and reduction of operational delays, documentation errors and recurring service issues.

• Audit & Regulatory Coordination: Ensure maintenance of accurate records, timely submission of required documentation, support for internal and external audits, and closure of compliance observations.

• Business Continuity: Ensure effective shift handovers, contingency planning and coordination with relevant stakeholders to minimize operational disruptions and support overall terminal business objectives.

 

HSE Requirements:

• Safety Leadership & Behavior‑Based Safety

• ISO 

• Operational Safety

• Contractor Management 

• Emergency Preparedness & Response

• Risk Management

• Incident Management

• Demonstrate Visible HSE Leadership

• Monitoring HSE performance

   

Stakeholders:

Internal : All Departments

External : CHPT Authorities, Custom officials, transporters, contractors, government agencies, shipping lines and other external stakeholders.

 

QUALIFICATIONS & COMPETENCIES

Educational Qualification (min)

 

Range/ Min no of years - of overall Experience required

 

 

Skills and Competencies

• Bachelor's degree in Engineering, Business Administration, Logistics, Shipping, Port Management or a related discipline. A postgraduate qualification such as an MBA in Operations, Logistics or Management would be an added advantage.

 

 

• 12–15 years of overall experience in port and terminal operations, shipping, logistics or related industries, with substantial experience in Gate Operations, Documentation and stakeholder management. Prior experience in managing operational teams and liaising with port authorities, Customs officials and other regulatory agencies is essential.

 

• Strong knowledge of port and terminal operations, gate management, container movement and shipping documentation.
• Good understanding of Customs procedures, port regulations, import/export processes and statutory compliance requirements.
• Proven stakeholder management and liaison skills, particularly with port authorities, Customs officials, government agencies and shipping lines.
• Strong leadership, people management and team development capabilities.
• Excellent operational planning, coordination, problem-solving and decision-making skills.
• Ability to manage escalations, resolve operational bottlenecks and ensure business continuity.
• Strong analytical skills with the ability to monitor KPIs, interpret operational MIS and drive performance improvements.
• Customer service orientation and effective communication, negotiation and influencing skills.
• Sound understanding of HSE requirements, security protocols, risk management and audit compliance.
• Proficiency in operational systems, documentation platforms, MS Office and reporting tools.
• Ability to work under pressure, manage competing priorities and make timely decisions in a 24/7 terminal operating environment.
• Continuous improvement mindset with a focus on operational efficiency, service quality, safety and cost optimization.

 

Experience Level

Executive Level