Assistant Crewing Manager

Job Description

The Crew Executive / Senior Crew Executive will support the Fleet Manager and Crewing Manager in the effective planning and administration of seafarer deployment, crew rotations, and crew-related operations. The role will be responsible for maintaining accurate crew records, ensuring regulatory and travel documentation remains valid, coordinating crew changes, and supporting the overall implementation of the Company’s Safety Management System (SMS).

The role will also provide advice to the Fleet Manager on the performance and suitability of assigned crew and coordinate closely with internal fleet and crewing teams, crew suppliers, vessels, and other relevant stakeholders.

Key responsibilities include:

• Support the Fleet Manager in preparing crew change schedules, rotation plans, and crew line-ups for approval.

• Assist in the implementation of the Company’s Safety Management System (SMS) and provide support on crew-related operational matters.

• Advise the Fleet Manager on crew performance, suitability, and related personnel matters for assigned vessels.

• Maintain accurate and up-to-date crew personal records and crew planning information.

• Monitor the validity of seafarer travel documents, STCW certificates, licenses, and other required credentials.

• Review previous crew appraisal records and assess the re-hire suitability of former crew members.

• Coordinate pre-employment medical examinations for seafarers.

• Manage travel documentation, visa applications, air ticketing, and other crew mobilisation arrangements for directly employed crew.

• Prepare Seafarer Employment Agreements and related employment documentation in coordination with the Crewing Manager.

• Coordinate briefing arrangements for Masters and Chief Engineers in Singapore.

• Liaise with crew suppliers and manning agencies regarding crew sourcing, deployment, and replacement requirements.

• Compile and maintain records relating to crew P&I insurance claims.

• Review and verify monthly crew-related invoices prior to submission and approval.

• Supervise and provide guidance to Crew Executives and Crew Assistants.

• Liaise with the Fleet and Crewing teams on crew-related matters and ensure timely follow-up of operational requirements.

• Perform other crew management and administrative duties as assigned by the Crewing Manager.

Requirements

• Bachelor’s degree or diploma in Maritime Studies, Shipping, Business Administration, Human Resources, or a related discipline.

• Minimum 5 years of relevant experience in crew management, crewing operations, maritime personnel administration, or a similar role within the shipping industry.

• Previous experience handling crew planning, crew changes, crew documentation, travel arrangements, and seafarer employment documentation.

• Good knowledge of STCW requirements, seafarer certification, licensing, and maritime crew documentation.

• Familiarity with seafarer employment contracts, crew medical requirements, visa processing, and crew travel arrangements.

• Experience coordinating with crew suppliers, manning agencies, vessel personnel, and internal fleet/technical teams.

• Experience supervising or guiding junior crewing personnel is preferred.

• Strong knowledge of crew records management and compliance requirements.

• Good organisational, communication, coordination, and problem-solving skills.

• Proficiency in Microsoft Office and crew management or maritime personnel systems.

• Ability to work independently, manage multiple crew movements simultaneously, and meet operational deadlines.

• Strong attention to detail and ability to handle confidential crew and employment information.