Executive - Crew Management

The Executive - Crew Management is responsible for the efficient planning, scheduling, and management of seafarer joining and off-signing procedures in line with the vessel schedule. This role ensures smooth coordination with agents, travel booking, visa arrangements, and maintains accurate crew lists and documentation. The Crew Coordinator plays a key role in ensuring that the vessel's crew operations run smoothly by facilitating timely crew changes, addressing crew requirements, and supporting the administrative needs of the crew management process.

Key Responsibilities

• Seafarer Planning & Scheduling
• Plan and schedule the joining and off-signing of seafarers according to the vessel's schedule to ensure proper crew rotations and operational efficiency.
• Crew Change Coordination
• Liaise with agents to arrange crew changes, ensuring a smooth transition of crew members and minimizing any delays or disruptions to the vessel’s operations.
• Communicate with masters and agents to resolve any issues related to crew changes, ensuring the efficient transfer of crew members.
• Travel Management
• Arrange travel bookings for joining and off-signing seafarers, including flights, accommodation, and transfers.
• Ensure timely and cost-effective travel arrangements, ensuring compliance with company policies and international travel regulations.
• Crew Visa & Documentation
• Coordinate with agents and relevant authorities to arrange letters of invitation for seafarer and Service Engineers visa applications.
• Ensure timely processing and issuance of visas for joining crew and Service Engineers, liaising with related parties as needed.
• Communication & Follow-ups
• Respond to vessel emails and follow up on crew-related inquiries to ensure timely resolutions.
• Coordinate with vessel agents for sign on and sign off formalities, travel regulations and ensure documentation is accurate and complete.

Financial Management & Documentation

• Expense Tracking
• Track and maintain records of all travel-related expenses, ensuring accuracy and transparency in financial reporting.
• Keep track of costs for travel bookings, visa processing, accommodation, and other related expenditures.
• Cash Advances
• Provide cash advances to seafarers when necessary to cover expenses related to travel, accommodation, or other necessary costs.
• Ensure that cash advances are accurately recorded and balanced in accordance with company policies.
• Coordination with Accounts
• Liaise with the accounts department to ensure the timely processing of payments for seafarer travel reimbursements, cash advances, and other travel-related expenses.
• Follow up with accounts to ensure payment is made to travel agents for ticketing, visa processing, and other travel-related services.
• Ensure all travel-related financial transactions are documented, processed, and tracked in alignment with company financial procedures.

• General Support
• Provide administrative support to senior crew management staff, assisting with any ad-hoc tasks or requests related to crew operations.
• Maintain a strong working relationship with agents, branch offices, and regional teams to ensure seamless crew operations.

Skills & Qualifications

• Educational Qualifications:
• Bachelor’s degree or equivalent in a relevant field (e.g., Maritime Studies, Logistics, Business Administration).
• Professional certifications related to maritime operations, travel, or logistics are an added advantage.
• Experience:
• Minimum 1-2 years of experience in crew coordination, travel logistics, or a related role in maritime or shipping operations.
• Experience with crew management systems and vessel scheduling software is preferred.
• Technical Skills:
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with visa and travel booking systems is beneficial.

Personal Attributes

• Proactive and self-motivated, with a strong sense of responsibility.
• Flexible and adaptable to changing schedules and operational needs.
• Team player with a collaborative mindset, capable of working with diverse teams and cultures.
• Ability to manage time effectively and prioritize tasks efficiently.