Tonnage List Updated
Just NowScrubbed 300+ circulars from the SEDNA inbox. Updated AXSMarine with open vessels in USG and ECSA for the next 15-day window.
Laytime Calc Prepped
10:15 AMDigitized the Agent's Statement of Facts (SOF) into the calculation spreadsheet for MV Apollo. Ready for your final demurrage review.
Fixture Entered to IMOS
11:30 AMInputted the recap details into Veson IMOS, generated the proforma invoice, and filed KYC docs for the new charterer.
Stop Drowning in Post-Fixture Admin.
Get Back to Fixing Ships.
Don't let tonnage list updates, laytime calculations, and endless data entry keep you from negotiating charters and working firm orders. Hire a dedicated virtual assistant for maritime logistics.
Daily
Tonnage Updates
100%
IMOS Accuracy
Zero
Missed SOFs
Proficient in Maritime & Shipping Software
The Shipbroker's Bottleneck
Your commission depends on your ability to connect owners and charterers, negotiate rates, and close fixtures—not on your ability to manually input port disbursements into an ERP system.
| The Bottleneck | The Solo Broker | With a Dedicated VA |
|---|---|---|
| Tonnage & Cargo Lists | You spend the first two hours of your day manually reading hundreds of circular emails to find open vessels. | Automated Market Views. Your VA scrubs the inbox globally and inputs open positions/cargoes into your database before you wake up. |
| Demurrage / Laytime | You waste hours staring at muddy SOF PDFs, manually typing times and weather delays into a spreadsheet. | Calculations Pre-Prepped. Your VA digitizes the SOF into your laytime calculator so you only have to review, apply the CP logic, and send. |
| Post-Fixture Admin | You have to step away from active negotiations to chase a Master for a stowage plan or LOI. | Seamless Ops Handoff. Your VA handles all routine ops communication, chases documents, and files fixture details into IMOS. |
What Can a Chartering VA Handle?
Deploy your assistant to handle the administrative backend of your freight operations so you can focus on front-facing market relationships.
Tonnage & Cargo Lists
Scrubbing incoming circulars and constantly updating your internal systems (AXSMarine, Excel) with the latest vessel positions and open cargoes.
Laytime Prep
Transcribing the Agent's Statement of Facts (SOF) into your laytime calculator, logging weather delays, and prepping the file for your final demurrage review.
Post-Fixture Ops
Chasing Letters of Indemnity (LOI), stowage plans, and port DAs. Updating the ERP/IMOS system with actual arrival/departure times.
Market Reporting
Pulling fixture histories, Baltic Exchange indices, and bunker prices to compile beautifully formatted weekly market reports for your principals.
KYC & Compliance
Running routine sanction checks, gathering company registration documents, and updating your counterparty database to satisfy compliance requirements.
Inbox Triage (SEDNA)
Tagging and routing the thousands of daily emails in shared maritime inboxes, ensuring critical messages (like NOAs) aren't missed in the noise.
What Chartering Managers Say
"I used to spend 3 hours a day just reading circulars and inputting vessel positions. Now, my VA has our tonnage list fully updated in AXSMarine before I even log on in the morning. It's a game-changer for our desk."
James T.
Dry Bulk Shipbroker
"Post-fixture ops were killing my ability to focus on new business. Now my VA handles digitizing the SOFs and chasing port DAs. It has freed me up to actually work the market and negotiate deals."
Elena S.
Chartering Manager
"I used to spend 3 hours a day just reading circulars and inputting vessel positions. Now, my VA has our tonnage list fully updated in AXSMarine before I even log on in the morning. It's a game-changer for our desk."
James T.
Dry Bulk Shipbroker
Scale Your Chartering Desk
Hire a dedicated operations assistant to ensure your brokers maximize fixture volume while keeping administrative overhead low.
Part-Time Desk Ops
Ideal for daily tonnage updates, CRM management, and compiling weekly market intelligence reports.
Est. $720 USD / Month
- 20 Hours Per Week
- Daily Tonnage List Updates
- Weekly Market Report Formatting
Full-Time Post-Fixture
For high-volume desks needing dedicated post-fixture support, laytime prep, and constant IMOS data entry.
Est. $1,280 USD / Month
- 40 Hours Per Week
- Full IMOS / ERP Data Entry
- SOF Digitization & Ops Document Chasing
Shipbroking FAQ
Common questions about deploying a VA for maritime and chartering operations.
Do they understand maritime terminology (Laycan, Demurrage, FIO)?
Yes. We specifically source assistants with backgrounds in global logistics, supply chain, or data operations. While they aren't fixing ships, they are familiarized with standard commercial shipping terminology so they can accurately parse circulars and digitize SOFs without needing you to explain what a NOR is.
Shipping is 24/7. How do you handle time zones?
We match you with VAs who can align with your core market hours, whether you are trading the Pacific basin out of Singapore, the Atlantic out of London, or the Americas out of Houston. Many desks use their VA to scrub the inbox overnight so tonnage lists are ready the moment the broker logs on.
How do they handle sensitive fixture data?
We prioritize commercial confidentiality. VAs sign strict NDAs before placement. We recommend providing them with role-based, restricted access to your systems (like IMOS or SEDNA) so they can only view and edit the specific workspaces required for their administrative tasks.
Focus on Fixtures. Not Data Entry.
Stop letting post-fixture logistics and tonnage updates keep you from working firm orders. Let's build a dedicated ops support system for your desk.
Direct Contact
Request an Ops VA Match
Tell us about your desk (Dry Bulk, Tankers, S&P) and current administrative bottlenecks.