Crew Assistant – Fleet Personnel Department

Safesea Group · Mumbai, India

TJob Title: Crew Assistant – Fleet Personnel Department

Department: Fleet Personnel

Reports To: Crewing Manager

Industry: Ship Owning

Location: Mumbai

Job Purpose

To provide administrative and operational support to the Fleet Personnel/Crewing Department in the efficient planning, documentation, mobilization, and maintenance of crew for the company’s vessels, while ensuring compliance with company procedures and applicable maritime requirements.

Key Responsibilities

• Assist the Fleet Personnel team in the planning and scheduling of crew changes, joining, and repatriation.
• Maintain and update crew records, databases, personnel files, and vessel-wise crew lists.
• Coordinate with vessels, crew members, manning agents, and other departments regarding crew-related matters.
• Check the validity and availability of passports, CDCs, visas, medical certificates, STCW certificates, training certificates, and other required documents.
• Assist in arranging crew travel, flights, hotels, transportation, and other joining formalities.
• Prepare and circulate crew joining instructions, travel details, and relevant documentation.
• Follow up with crew members for expiring certificates, medicals, visas, and other documents.
• Assist with the preparation and maintenance of crew contracts, allotment details, leave records, and other personnel documentation.
• Support the Fleet Personnel Manager in maintaining crew matrices and vessel manning requirements.
• Check crew-related invoices against the relevant Purchase Orders (POs) and supporting documents for accuracy, completeness, and proper allocation.
• Process and record verified invoices and POs in MariApps, ensuring that the relevant vessel, cost code, and other required details are correctly entered.
• Coordinate with Accounts/Finance, procurement, manning agents, and other service providers regarding invoice and PO discrepancies or pending approvals.
• Follow up on pending invoices, POs, approvals, and payment-related queries to ensure timely processing.
• Assist with crew-related payroll/accounts information when required.
• Maintain records of crew performance appraisals, promotions, training, and other personnel matters.
• Assist with crew welfare and respond to routine queries from crew members.
• Ensure proper filing and confidentiality of crew personal and employment information.
• Assist during internal/external audits and inspections by providing required crew documentation and records.
• Monitor pending crew-related actions and follow up with concerned parties until closure.
• Perform other duties assigned by the Fleet Personnel/Crewing Manager.

Required Qualifications

• Graduate degree or equivalent qualification.
• Diploma/degree in Shipping, Maritime Studies, Logistics, Business Administration, or a related field is advantageous.
• Prior experience in a shipping company, ship management company, crewing/manning agency, or maritime HR department is preferred.
• Familiarity with maritime crew documentation and STCW requirements is an advantage.
• Experience with MariApps or other ship-management/ERP systems is an advantage.

Required Skills

• Good knowledge of MS Office, particularly Excel and Outlook.
• Familiarity with MariApps and basic ERP processes.
• Strong organizational and documentation skills.
• Good written and verbal communication skills.
• Ability to coordinate with multiple stakeholders and work under time pressure.
• Strong attention to detail when checking crew documents, invoices, and POs.
• Good follow-up and problem-solving skills.
• Ability to maintain confidentiality of crew and financial information.

Key Performance Areas (KPIs)

• Timely completion of crew joining and repatriation documentation.
• Accuracy and completeness of crew records.
• Timely follow-up of expiring certificates and documents.
• Effective coordination of crew travel and mobilization.
• Accurate checking and timely processing of invoices and POs in MariApps.
• Timely identification and resolution of invoice/PO discrepancies.
• Compliance with company crewing and financial procedures.
• Timely response to vessel, crew, and internal department queries.
• Proper maintenance and confidentiality of personnel and financial records.

Working Relationships

Internal: Fleet Personnel Manager, Marine Operations, Technical Department, Accounts/Finance, Procurement, QHSE, HR, and Vessel Management Teams.

External: Seafarers, Manning Agents, Travel Agents, Training Centres, Medical Centres, Port/Immigration authorities, and other service providers.

Experience

0–2 years for an entry-level Crew Assistant; experience in a shipping/crewing environment and knowledge of MariApps, invoice processing, and PO handling is preferred.

Personal Attributes

• Responsible and dependable
• Detail-oriented
• Proactive and organized
• Good team player
• Able to work with urgent and changing requirements
• Professional and service-oriented attitude