Planning Manager

The new Multipurpose Terminal in the Port of Trieste for Container, Ro Ro, General Cargo and Project Cargo.

The terminal, located in the heart of the Adriatic, is to accommodate growing demand and to become the future interchange platform between sea and rail on the intersection of Baltic, Adriatic and Mediterranean railway.

• Planning Manager
• Purpose of the job

The Planning Manager leads and oversees all operational planning functions within the terminal, including Vessel Planning, Yard Planning, Rail Planning, Berth Planning, and Documentation & Cargo Control.

This role ensures optimal resource utilization, efficient cargo flow, and seamless coordination between planning outputs and real‑time execution.

The Planning Manager provides strategic direction, operational leadership, and continuous improvement across all planning and documentation activities to support safe, efficient, and high‑performance terminal operations.

As Planning Manager should be able to act as Senior Planner, Yard Strategist and Planner if required.

Responsibilities

• Lead and manage the Vessel, Yard, Rail, Berth, and Documentation & Cargo Control teams, ensuring high quality planning outputs and accurate documentation workflows.
• Develop and implement planning strategies that optimize terminal capacity, equipment utilization, and service levels for both container and RORO operations.
• Oversee long term and short term planning, ensuring alignment with commercial forecasts, customer requirements, and terminal capabilities.
• Establish planning and documentation standards, procedures, and best practices to ensure consistency and accuracy across all functions.
• Ensure vessel stowage plans, yard allocation plans, rail loading plans, berth schedules, and cargo documentation are accurate, timely, and aligned with operational priorities.
• Coordinate closely with Cargo Control, Gate Operations, Execution, Marine Services, and Commercial teams to ensure seamless operational flow.
• Provide senior level decision support during operational disruptions, vessel delays, equipment breakdowns, or capacity constraints.
• Monitor real time operations and adjust plans proactively to maintain service levels and operational efficiency.
• Oversee the full documentation cycle, including EDI processing, work orders, manifests, customs documentation, and service recording in the TOS.
• Ensure cargo control deadlines, service pre plans, and operational documentation are completed accurately and on time.
• Ensure Dangerous Goods documentation, segregation, and reporting comply with IMDG and port regulations.
• Guarantee data integrity and timely delivery of pre billing information and operational reports to stakeholders.
• Analyse operational performance indicators such as vessel turnaround time, yard productivity, rail efficiency, berth utilization, and documentation accuracy.
• Identify bottlenecks and lead improvement initiatives to enhance planning accuracy, reduce re handles, and improve overall terminal productivity.
• Ensure planning and documentation data integrity within the Terminal Operating System (TOS) and support system enhancements.
• Prepare regular performance reports and present findings to senior management.
• Maintain strong relationships with shipping lines, rail operators, port authorities, and other external stakeholders.
• Represent the Planning Department in operational meetings, customer reviews, and coordination forums.
• Communicate planning decisions, constraints, and operational impacts clearly and professionally.
• Ensure all planning and documentation activities comply with IMDG regulations, port rules, navigational safety standards, and terminal procedures.
• Oversee DG segregation planning, vessel safety constraints, and yard safety considerations.
• Support safety audits and contribute to the development of safe planning and documentation practices.
• Lead, mentor, and develop the planning and documentation teams, ensuring strong technical capability and operational awareness.
• Conduct performance evaluations, identify training needs, and support career development pathways.
• Promote a culture of collaboration, accountability, and continuous improvement across the department.

Requirements

Education & Experience

• Bachelor diploma in Economy, Logistics, Operations Management, or related discipline is an advantage.
• Requires intermediate English writing and speaking. Fluency and/or advanced level in an advantage.
• Minimum 10 years of experience in terminal operations, vessel planning, yard planning, or rail logistics with at least 3–5 years in an operation and planning leadership role.
• Strong understanding of port logistics, cargo handling equipment, and multimodal operations.
• Experience in leading TOS implementation initiatives will be considered a strong advantage.
• Technical Skills & Knowledge Required
• Deep understanding of container and RORO terminal operations, including vessel, yard, rail, berth planning, and documentation processes.
• Advanced proficiency in Terminal Operating Systems (e. g., NAVIS N4, RBS, or similar) and planning/documentation tools.
• Strong knowledge of IMDG regulations, DG segregation rules, customs processes, and port safety standards.
• Ability to interpret stowage plans, yard layouts, rail schedules, berth windows, manifests, and operational forecasts.
• Strong analytical and data driven decision making skills.
• Behavioural Competencies Required
• Strategic Thinking: Able to anticipate operational needs and develop long term planning strategies.
• Leadership: Inspires, guides, and develops a diverse planning and documentation team.
• Communication: Clear, confident communicator with internal teams, customers, and external stakeholders.
• Problem Solving: Strong ability to resolve complex operational challenges under pressure.
• Decision Making: Makes timely, informed decisions in dynamic and high pressure environments.
• Collaboration: Works effectively across departments to ensure seamless operational execution.
• Adaptability: Able to adjust strategies quickly in response to operational changes or disruptions.
• Attention to Detail: Ensures accuracy in planning outputs and documentation.
• Language Requirements
• Fluent spoken and written Italian is a must.
• Fluent spoken and written English is a must.

HHLA-PLT is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Candidates’ data will be treated in accordance with General Data Protection Regulation 679/2016 (GDPR).

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