Fleet Personnel Coordinator

Antwerp Maritime Academy; Antwerpen; Hybrid; EUR 50,000 - 70,000; Full time

Job summary

EXMAR Group in Antwerp is seeking a Fleet Personnel Coordinator to strengthen the crewing team for the fleet. You will ensure vessels are manned with qualified, medically fit crew and support recruitment, onboarding and performance evaluations.

You will report to the Crewing Operations & Recruitment Manager and collaborate with vessels, internal teams and manning agencies. The role requires flexibility for odd hours and strong communication in English; Dutch/French/Spanish are a plus in this

Qualifications

• Bachelor’s degree or equivalent through relevant work experience.
• At least 3 years of experience in crew or personnel planning.
• Familiarity with STCW certification is an advantage.
• Highly structured, organized, and detail-oriented work style.
• Strong interpersonal and communication skills; a true “people person”.
• Remains resilient and effective under pressure or in challenging situations.
• Quick to respond and able to make decisions independently.
• Flexible to occasionally work outside regular hours or weekends if required.
• Fluent in both written and spoken English; Dutch, French, Spanish are a plus.

Responsibilities

• Coordinate crew planning and ensure vessels are manned with qualified, experienced and medically fit crew, in line with company and regulatory requirements.
• Identify crew planning gaps and future needs; coordinate recruitment, selection, promotion assessments, induction and onboarding of crew.
• Coordinate crew rotations, crew changes and relief planning in close collaboration with vessels, internal teams and manning agencies.
• Provide operational support to vessels and Personnel Officers, including crew assistance, sick leave follow-up and emergency crewing duties.
• Coordinate crew evaluations, debriefings, feedback and promotion processes, and follow up on identified training needs with the Training & Development team.
• Monitor and implement crewing guidelines and policies, support audits and contribute to continuous improvement initiatives.
• Oversee crew contracts, manage crew data and records, databases, leave administration and other crewing administration.
• Support crewing budget preparation and monitoring, including budget meetings and approval of crewing-related invoices.
• Participate in audits, and provide support to vessel emergencies, shore response teams, and ensure timely communication and follow-up on crew welfare issues.

Skills

Crew planning

Interpersonal skills

Communication

Decision making

Stress resilience

Education

Bachelor’s degree or equivalent

Job description

The EXMAR Group is currently looking for a Fleet Personnel Coordinator to reinforce the EXMAR Shipmanagement Crewing team in Antwerp.

Who we are and what we do: The EXMAR Group is an international player in the oil and gas industry. Our core activity includes the transport and transformation of oil and gas (and derivate products) over sea. More than 1400 seafaring crew and 250 shore-based staff daily join forces to provide our clients the best service and offer them innovative solutions. Together we make sure the world is supplied with gas which energizes both them and ourselves!

Your role in the team

The Fleet Personnel Coordinator takes care of the crewing aspects of a fleet team to ensure the vessels are manned with qualified and competent crew.

The Fleet Personnel Coordinator reports to the Crewing Operations & Recruitment Manager.

Your responsibilities and tasks include:

• Coordinate crew planning and ensure vessels are manned with qualified, experienced and medically fit crew, in line with company and regulatory requirements;
• Identify crew planning gaps and future needs; and coordinate recruitment, selection, promotion assessments, induction and onboarding of crew;
• Coordinate crew rotations, crew changes and relief planning in close collaboration with vessels, internal teams and manning agencies;
• Provide operational support to vessels and Personnel Officers, including crew assistance, sick leave follow-up and emergency crewing duties;
• Coordinate crew evaluations, debriefings, feedback and promotion processes, and follow up on identified training needs with the Training & Development team;
• Monitor and implement crewing guidelines and policies, support audits and contribute to continuous improvement initiatives;
• Oversee crew contracts, manage crew data and records, databases, leave administration and other crewing administration;
• Support crewing budget preparation and monitoring, including budget meetings and approval of crewing-related invoices;
• Participate in audits, and provide support to vessel emergencies, shore response teams, and ensure timely communication and follow-up on crew welfare issues.

Your profile

• Bachelor’s degree or equivalent through relevant work experience;
• At least 3 years of experience in crew or personnel planning;
• Familiarity with STCW certification is an advantage;
• Highly structured, organized, and detail-oriented work style;
• Strong interpersonal and communication skills; a true “people person”;
• Remains resilient and effective under pressure or in challenging situations;
• Quick to respond and able to make decisions independently;
• Flexible to occasionally work outside regular hours or weekends if required (e.g. urgent planning issues in different time zones);
• Fluent in both written and spoken English; Dutch, French, Spanish are considered a plus.

Our offer

At EXMAR you operate in a very international, dynamic and, innovative environment. With us each working day looks different. We offer a competitive salary, supplemented with a nice package of fringe benefits. Since we consider personal development and career planning important, additional in-house and external training is supported.

Convinced?

If you’re ready for a new challenge and want to be part of a dynamic, global company, we’d love to hear from you!