Crewing Assistant

Venture Ship Management (VSM)

Work location: Hong Kong

Job Responsibilities

• Take overall crew management responsibility for assigned vessels.
• Monitor crewing-related costs and budget control for assigned vessels, including auditing expenses and handling invoices.
• Monitor crew contract durations and prepare regular crew change plans.
• Liaise closely with and coordinate suitable seafarers with manning agents once the crew change plan is confirmed.
• Check seafarers competence and qualifications at the initial screening stage and ensure seafarers meet company SMS requirements before proposing them for the next level of approval.
• Prepare crew change proposals and line up suitable seafarers for interviews with the relevant department superintendent.
• Prepare crew change expenses and submit them to the approver for finalization of the crew change plan.
• Arrange briefings for approved Top 4 seafarers and necessary additional training in accordance with SMS and as required.
• Coordinate crew embarkation and disembarkation arrangements and closely monitor the crew change process.
• Follow up on crew injury/illness cases and other crew-related incidents/accidents with the relevant departments.
• Maintain crewing-related documents, certificates, and licenses in a valid and sufficient status in the system.
• Maintain accurate and up-to-date crew personnel records, documentation, and filing systems.
• Handle crew immigration, visa applications, and port/airport formalities for crew joining and sign-off.
• Prepare and update crew lists and maintain crew movement (in/out) records in the system.
• Liaise with manning agents, unions, authorities, and internal departments on crew-related matters.
• Verify disbursement bills from PRC and other manning agents.
• Maintain crew appraisal records and follow up on completion of required appraisals.
• Perform other duties and responsibilities as assigned by the Crewing Manager or senior management.

Requirements

• Diploma degree and above, Maritime related majors are preferred.
• 1 year relevant experience in crew administration, ship management or manning agency
• Effective Communication: Communicates professionally with colleagues, vessels, seafarers, and manning agents, ensuring information is shared accurately and in a timely manner.
• Adaptability: Adapts to changing work requirements, handles multiple tasks effectively, and remains calm when working under time pressure.
• Problem Solving: Identifies issues promptly, seeks appropriate solutions, and escalates matters to the relevant person when required.
• Language Proficiency: Good command of spoken and written English.
• Accuracy and Attention to Detail: Pays close attention to details and ensures accuracy of crew records, documents, data, and correspondence, minimizing errors and omissions.
• Learning Ability: Demonstrates willingness and ability to learn new processes, systems, and procedures, with a positive attitude towards new responsibilities and challenges.
• Teamwork: Works cooperatively with team members and maintains good working relationships with colleagues, vessels, seafarers, and external parties.
• Initiative: Takes initiative in completing assigned tasks, follows up on pending matters, and identifies opportunities to improve work efficiency.
• Perseverance and Follow-Through: Demonstrates persistence in completing assigned tasks and follows matters through to proper closure while maintaining established procedures and standards.

We offer a competitive package to the right candidate. Qualified and interested candidates are invited to submit their applications by clicking “Apply" or sending their resumes with latest and expected salary to [email protected] . Only shortlisted candidates will be contacted.

As an equal opportunity employer, we welcome applications from all qualified individuals. All personal data collected will be treated in strict confidence in accordance with the Hong Kong Special Administrative Region's Personal Data (Privacy) Ordinance and used solely for recruitment-related purposes. Applicants who do not receive an interview invitation within six weeks may consider their application unsuccessful, and all personal data will be retained for six months before being securely destroyed.