Crewing Coordinator

Job Purpose:

The Crewing Coordinator ensures the efficient and accurate processing of seafarer documentation, training compliance, and dispatch coordination by managing contracts, travel arrangements, and system updates. This role supports the seamless onboarding and deployment of crew members by maintaining data integrity across multiple platforms (Mistral, MOSH, OCS,SMARTSHEET), facilitating timely communication, and addressing individual seafarer needs such as medical, travel, and administrative concerns. The position plays a vital part in upholding operational standards and regulatory compliance while delivering responsive support to seafarers throughout their deployment lifecycle.

Key Responsibilities:

• Monitoring of emails and crew communications to be on track on crewing movements and changes
• Oversee seafarer compliance and ensure 100% compliance and travel readiness on D-30:
• Assist crew during reporting and dispatch
• Ensure crew reporting and compliance within 72 hours upon arrival in Manila – contact/ email crew to ensure availability to join on their next joining date
• Sending/ Facilitating DMW Contracts. SEA Agreement and Joining Instructions and other Pre-joining paperwork to crewmembers via email on D-45
• Sending Pre-Departure Information to seafarers (45 days before join date)
• Monitoring of the travel documents, STCW and rank related trainings’ (based on the Training Matrix), PEME and other progress of seafarers.
• Processing of DMW contract based on SEA Agreement and JI at least a month prior to embarkation date
• Prepare, organize and endorse requirements for secondary visa to Visa Department/ Bermuda application to Travel Coordinator.
• Daily update of MOSH - Smartsheet
• Ensure all crew certifications, medicals, visas, and travel documents are valid and up to date.
• Scanning, uploading and verifying seafarers’ documents like medical certificate and STCW certificates and personal information. To ensure accuracy and completeness in different systems. (Mistral, Mosh and OCS,SMARTSHEET)
• Weekly D-45 Training Compliance Report Update to shoreside and attend Monthly Training compliance call to discuss training challenges etc.
• Respond to crew-related emergencies, including medical evacuations, disciplinary actions, and welfare concerns.
• Preparing relevant reports on crewing operations. (Cunard Crewing Review, D-45 Training compliance).
• Helping seafarers on their request such as loan requirements, processing of Sea service record, medical referrals and allotment concerns.
• Respond to crew emergencies and handle last-minute changes.
• Coordinate with seafarers and remind them to report on time.
• Prepare Crew for dispatch
• Preparation of Dispatch Envelope
• Preparation of Crew Allotments
• Final review of crew compliance – Travel documents (Passport, SIRB/ SID, US Visa, Secondary Visa, Bermuda SDB/ID), STCW other required training, Licenses and, Medical and Vaccinations
• Email/ Prepare Travel allowance requests for joiners to Cashier.
• Ensure completeness of crew folder for 201 files
• Ensure MISTRAL and OCS are updated with all crew compliance prior to crew’s departure
• Dispatch seafarers and ensure the necessary documents are complete.
• Give detailed briefing during dispatch to ensure all documents are complete and valid prior to joining
• Monitor seafarers on their travel to the ship – assist on their immigration, flights, transfers and hotel issues if any.
• Post Dispatch
• Forwarding of dispatch envelopes to Encoders. (It must be 3 days after the joining date.)
• Sending signed SEA to CUK. (It must be 3 days after the joining date.)
• Maintain accurate fleet records and participate in scheduled fleet audits. Ensure compliance with operational standards and contribute to continuous improvement initiatives.
• Demonstrates adaptability and willingness to assist with miscellaneous tasks as required by the manager, supervisor or management.

Qualifications & Skills

• Bachelor’s degree in HR, Business, Maritime Studies, or related field
• At least 2 years of experience in crewing, maritime operations or a similar role
• Familiarity with POEA/DMW processes and STCW requirements
• Proficient in Microsoft Office and crewing systems (Mistral, MOSH, OCS)
• Strong communication and organizational skills
• Strong customer service orientation with the ability to handle sensitive crew concerns professionally.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Analytical mindset for monitoring compliance reports and identifying gaps.
• Ability to work independently and as part of a team in a fast-paced environment.
• Demonstrates flexibility and initiative in handling emergencies and last-minute changes.
• Willingness to work extended hours or weekends when necessary to meet operational demands.

Benefits:

• Additional leave
• Company events
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training
• Promotion to permanent employee
• Staff meals provided

Work Location: In person