Crewing Administrator

AM Global; Osmotherley; Vor Ort; GBP 21.000 - 29.000; Vollzeit

Zusammenfassung

AM Global is seeking a Crewing Assistant to support the crewing department in daily administration and coordination of crew changes. You will ensure crew certifications and travel arrangements are in order, maintain accurate records, and assist with communications with port agents and travel agencies.

The role requires attention to regulatory compliance (STCW, MLC) and proficiency with MS Office and databases.

Qualifikationen

• GCSE in Mathematics and English Language.
• Minimum of 1 year of administrative experience, preferably maritime or logistics.
• Proficiency in MS Office (Word, Excel, Outlook) and experience with database management.

Aufgaben

• Administrative duties to support the Crewing Manager and Crewing Coordinators.
• Maintain and update Sharepoint, in-house databases and files, ensuring information is accurate and up-to-date.
• Maintain records and documentation for crew members, ensure compliance with maritime regulations and company policies.
• Prepare reports for audits, inspections, and internal use.
• Coordinate logistics of crew changes, including flights, visa documentation, and accommodation.

Kenntnisse

Administrative experience

MS Office proficiency

Database management

Team player

Communication skills

Ausbildung

GCSE Mathematics and English Language

Tools

MS Word

MS Excel

MS Outlook

Sharepoint

In-house databases

Jobbeschreibung

OVERALL PURPOSE OF ROLE:

The Crewing Assistant supports the crewing department in the daily administration and coordination of crew-related activities. This role involves assisting with the scheduling, documentation, and logistics involved in crew changes, as well as ensuring that all crew members have the necessary certifications and travel arrangements. The Crewing Assistant plays a vital role in maintaining accurate records and providing essential support to the Crewing Coordinator and Crewing Manager.

KEY DUTIES & RESPONSIBILITIES

• Administrative duties to support the Crewing Manager and Crewing Co-ordinators.
• Assist in maintaining and updating Sharepoint, in house databases and files ensuring all information is accurate and up-to-date.
• Maintaining and processing accurate records and documentation for crew members. Assist in ensuring compliance with maritime regulations and in line with company policies.
• Support the preparation of reports and other documentation required for audits, inspections, and internal use.
• Help coordinate the logistics of crew changes, including booking flights, helping prepare relevant documentation for visas applications, and organizing accommodation.
• Assist in liaising with port agents, travel agencies, and other relevant parties to ensure the smooth execution of crew changes.
• Provide agencies with timely and clear communication regarding their personnels assignment, travel arrangements, and any required documentation.
• Ensure all crew members have valid certifications, medical examinations, and travel documents as per international regulations (STCW, MLC) and company policies.
• Book specialist training courses required for upcoming projects.
• Ensure GDPR (General Data Protection Regulation) is adhered to regarding crew documentation and personal data.
• Resolve crew personnel queries and concerns, providing assistance or escalating issues to the Crewing Coordinator or Crewing Manager as necessary.
• Assist the Crewing Coordinator and Manager with various tasks and projects as needed, contributing to the overall efficiency of the crewing department.
• Participate in team meetings and contribute to discussions regarding crewing strategies, policies, and improvements.
• Provide backup support during busy periods or in the absence of other crewing staff.
• The duties contained in this job description are not exhaustive and the job holder may be asked by management to undertake reasonable duties associated with this function

QUALIFICATIONS & EXPERIENCE

Minimum Qualifications:

• GCSE in Mathematics and English Language

Minimum Experience:

• Minimum of 1 year of administrative experience, preferably in the maritime or logistics industry.
• Basic knowledge of international maritime regulations (STCW, MLC) is an advantage.
• Proficiency in MS Office (Word, Excel, Outlook) and experience with database management.
• Good communication and interpersonal skills, with the ability to work as part of a team