Crewing Executive

Job Description: Crewing Executive

Department: Operations/Crewing

Location: Singapore

Reports To: Operations Manager

Job Purpose

The Crewing Executive is responsiblefor the day-to-day coordination and administration of crew personnel supportingthe Company's Mobile Offshore Production Unit (MOPU) operations.

The role involves ensuring that theMOPU is adequately manned with competent and certified personnel in accordancewith operational requirements, client requirements, applicable regulations, andCompany procedures.

The Crewing Executive will coordinatecrew planning, mobilisation and demobilisation, crew changes, certification,medical fitness, travel arrangements, visas and work permits, accommodation,and other personnel-related matters.

Key Responsibilities

1. Crew Planning & Scheduling

• Prepare and maintain crew rotation schedules in accordance with the approved manning plan and operational requirements.
• Monitor crew movements, rotations, leave schedules, and contract expiry dates.
• Ensure sufficient manpower is available to maintain safe and continuous MOPU operations.
• Coordinate crew changes and replacements with the Operations Manager, OIM, supervisors, and relevant departments.
• Identify upcoming manpower shortages and initiate recruitment or replacement arrangements in advance.
• Maintain an up-to-date crew matrix showing current personnel, positions, rotation schedules, contract status, and availability.
• Support manpower planning for both direct employees and subcontracted personnel.

2. Recruitment & Crew Mobilisation

• Coordinate recruitment and selection of offshore personnel based on approved manpower requirements.
• Source and maintain a database of qualified offshore candidates.
• Coordinate with recruitment agencies, manpower suppliers, and subcontractors where applicable.
• Review CVs, qualifications, experience, and certification requirements before mobilisation.
• Arrange interviews and coordinate candidate assessments with relevant Operations personnel.
• Prepare mobilisation plans and ensure all joining personnel are ready prior to departure.
• Coordinate replacement personnel in the event of resignation, emergency leave, sickness, or other unforeseen circumstances.

3. Certification & Competency Management

• Maintain accurate and updated records of crew certificates, licenses, training, medical certificates, and other required documentation.
• Monitor expiry dates and ensure renewals are completed before certificates become invalid.
• Maintain the Company's crew training and certification matrix.
• Verify that personnel meet the competency and certification requirements applicable to their position.
• Coordinate required training, refresher courses, medical examinations, and competency assessments.
• Ensure personnel are not mobilised without the required documentation and approvals.
• Liaise with training providers and relevant authorities where required.

4. Offshore Crew Change &Logistics

Coordinate crew mobilisation and demobilization arrangements, including:

• Flights and other transportation
• Airport transfers
• Accommodation
• Offshore transportation
• Helicopter or vessel arrangements, where applicable
• Immigration and visa requirements
• Work permits and other local requirements
• Coordinate crew change plans with the MOPU, marine logistics team, and relevant contractors.
• Ensure joining personnel receive appropriate mobilisation instructions and travel information.
• Monitor travel arrangements and resolve delays or changes promptly.
• Maintain records of actual crew movements and mobilisation/demobilisation dates.

5. Employment & Contract Administration

• Prepare and maintain employment and manpower-related documentation.
• Monitor employment contract commencement and expiry dates.
• Coordinate contract extensions, renewals, promotions, transfers, and replacements.
• Prepare relevant personnel documentation, including offer letters, employment agreements, contract extensions, and promotion letters.
• Liaise with HR and payroll teams to ensure accurate personnel information is maintained.
• Track leave, rotation, and crew entitlement records.
• Support payroll-related verification of offshore days, leave, overtime, and other applicable allowances.

6. Local Content & Manpower Compliance

• Maintain records of local and expatriate personnel onboard the MOPU.
• Support the Company in meeting applicable local content and manpower requirements.
• Monitor local content targets and identify opportunities for recruitment and development of local personnel.
• Coordinate with manpower contractors and local recruitment agencies regarding local personnel requirements.
• Maintain appropriate documentation and reports for client, regulatory, and internal requirements.

7. Subcontractor & Manpower Agency Coordination

• Coordinate with manpower contractors and recruitment agencies on crew supply and mobilisation.
• Monitor subcontractor personnel documentation, certification, medical fitness, and contract status.
• Ensure subcontracted personnel meet the Company's and client's minimum requirements before mobilisation.
• Maintain records of manpower supplied by each contractor.
• Assist in reviewing manpower invoices against actual crew attendance, rotations, and agreed contractual rates.
• Escalate discrepancies in manpower invoices or personnel records to Management.

8. Crew Welfare & Communication

• Act as a point of contact for crew members regarding crewing, rotation, mobilisation, travel, and administrative matters.
• Assist in resolving crew-related issues and escalate operational or welfare concerns where appropriate.
• Maintain regular communication with offshore personnel and the MOPU management team.
• Support crew engagement initiatives and collection of feedback from offshore personnel.
• Assist with exit interviews and record feedback from departing crew members.

9. Reporting & Records

• Maintain accurate and confidential personnel records.
• Prepare regular crewing reports for Management, including:
• Crew status and headcount
• Upcoming crew changes
• Contract expiry
• Certificate expiry
• Training status
• Medical status
• Local content status
• Vacancies and recruitment status
• Maintain an accurate crew matrix and manpower database.
• Ensure all personnel records are properly filed and readily available for audits or client inspections.
• Provide documentation and reports required for internal, client, class, flag, or regulatory audits.

10. General

• Ensure all crewing activities are carried out in accordance with Company policies, applicable laws, client requirements, and offshore industry standards.
• Maintain confidentiality of employee and company information.
• Support continuous improvement of crewing processes and systems.
• Participate in meetings and provide crewing updates as required.
• Perform any other duties and responsibilities reasonably assigned by Management.

Requirements

• Diploma or Degree in Human Resources, Business Administration, Maritime Studies, or a related discipline.
• 2–5 years of experience in crewing, offshore manpower, maritime, oil & gas, or a similar environment.
• Prior experience in offshore crew coordination required; direct MOPU (Mobile Offshore Production Unit) crewing experience is strongly preferred, with FPSO/FSO experience considered an advantage.
• Good understanding of offshore personnel certification and competency requirements.
• Experience managing crew rotations, mobilisation, travel, medicals, visas, and work permits.
• Strong organizational and coordination skills.
• Proficient in Microsoft Office, particularly Excel.
• Good written and verbal communication skills
• Able to work independently and manage multiple priorities in a fast-paced operational environment.
• Strong attention to detail and ability to work within tight mobilisation deadlines.
• Willingness to work outside normal office hours when urgent offshore crew changes or operational requirements arise.