Crewing Assistant

Wah Kwong Maritime Transport Holdings Limited; Hong Kong; On-site; HKD 201,000 - 312,000; Full time

Job summary

Wah Kwong Maritime Transport Holdings Limited is seeking a Crewing Administrator to oversee crew management for assigned vessels in Hong Kong. You will monitor crewing costs, plan crew changes, and coordinate with manning agents to ensure timely crew rotations in line with company SMS requirements.

The role requires a Maritime Diploma or higher, at least 1 year of relevant experience, and strong English communication, accuracy, and teamwork.

Qualifications

• Diploma or above in maritime-related majors preferred.
• 1 year of relevant experience in crew administration, ship management or manning agency.
• Excellent communication skills with colleagues, vessels, seafarers and agents.

Responsibilities

• Take overall crew management responsibility for assigned vessels.
• Monitor crewing-related costs and budget control, including auditing expenses and handling invoices.
• Monitor crew contract durations and prepare regular crew change plans.
• Coordinate with manning agents to assign seafarers for crew changes.
• Check seafarers competence and qualifications at screening and ensure SMS requirements are met.
• Prepare crew change proposals and arrange interviews with the relevant department superintendent.
• Arrange crew change expenses and obtain approvals for finalization.
• Coordinate briefings and training for top crew and other required training.
• Arrange embarkation/disembarkation and monitor crew change process.
• Follow up on crew injury/illness and other crew-related incidents/accidents.

Skills

Effective Communication

Adaptability

Problem Solving

Language Proficiency

Accuracy and Detail

Learning Ability

Teamwork

Initiative

Perseverance

Education

Maritime Diploma or higher

Job description

• Take overall crew management responsibility for assigned vessels.
• Monitor crewing-related costs and budget control for assigned vessels, including auditing expenses and handling invoices.
• Monitor crew contract durations and prepare regular crew change plans.
• Liaise closely with and coordinate suitable seafarers with manning agents once the crew change plan is confirmed.
• Check seafarers competence and qualifications at the initial screening stage and ensure seafarers meet company SMS requirements before proposing them for the next level of approval.
• Prepare crew change proposals and line up suitable seafarers for interviews with the relevant department superintendent.
• Prepare crew change expenses and submit them to the approver for finalization of the crew change plan.
• Arrange briefings for approved Top 4 seafarers and necessary additional training in accordance with SMS and as required.
• Coordinate crew embarkation and disembarkation arrangements and closely monitor the crew change process.
• Follow up on crew injury/illness cases and other crew-related incidents/accidents with the relevant departments.
• Maintain crewing-related documents, certificates, and licenses in a valid and sufficient status in the system.
• Maintain accurate and up-to-date crew personnel records, documentation, and filing systems.
• Handle crew immigration, visa applications, and port/airport formalities for crew joining and sign-off.
• Prepare and update crew lists and maintain crew movement (in/out) records in the system.
• Liaise with manning agents, unions, authorities, and internal departments on crew-related matters.
• Verify disbursement bills from PRC and other manning agents.
• Maintain crew appraisal records and follow up on completion of required appraisals.
• Perform other duties and responsibilities as assigned by the Crewing Manager or senior management.

Requirements

• Diploma degree and above, Maritime related majors are preferred.
• 1 year relevant experience in crew administration, ship management or manning agency
• Effective Communication: Communicates professionally with colleagues, vessels, seafarers, and manning agents, ensuring information is shared accurately and in a timely manner.
• Adaptability: Adapts to changing work requirements, handles multiple tasks effectively, and remains calm when working under time pressure.
• Problem Solving: Identifies issues promptly, seeks appropriate solutions, and escalates matters to the relevant person when required.
• Language Proficiency: Good command of spoken and written English.
• Accuracy and Attention to Detail: Pays close attention to details and ensures accuracy of crew records, documents, data, and correspondence, minimizing errors and omissions.
• Learning Ability: Demonstrates willingness and ability to learn new processes, systems, and procedures, with a positive attitude towards new responsibilities and challenges.
• Teamwork: Works cooperatively with team members and maintains good working relationships with colleagues, vessels, seafarers, and external parties.
• Initiative: Takes initiative in completing assigned tasks, follows up on pending matters, and identifies opportunities to improve work efficiency.
• Perseverance and Follow-Through: Demonstrates persistence in completing assigned tasks and follows matters through to proper closure while maintaining established procedures and standards.

As an equal opportunity employer, we welcome applications from all qualified individuals. All personal data collected will be treated in strict confidence in accordance with the Hong Kong Special Administrative Region's Personal Data (Privacy) Ordinance and used solely for recruitment-related purposes. Applicants who do not receive an interview invitation within six weeks may consider their application unsuccessful, and all personal data will be retained for six months before being securely destroyed.