Crew Assistant – Fleet Personnel Department

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

Work arrangement
No