Crewing Assistant

Wah Kwong Ship Management (Hong Kong) Limited; Hong Kong; On-site; HKD 260,000 - 520,000; Full time

Job summary

Wah Kwong Ship Management (Hong Kong) Limited is seeking a Crew Administration professional to take overall crew management responsibility for assigned vessels. You will monitor crewing-related costs, budget control, audit expenses and handle invoices while ensuring compliance with company SMS and regulatory requirements.

The role involves planning crew changes, liaising with manning agents, screening seafarers for qualifications, preparing proposals, and maintaining accurate crew records and

Qualifications

• Effective communication with colleagues, vessels, seafarers and manning agents.
• Adapt to changing work requirements and handle multiple tasks under time pressure.
• Identify issues promptly and escalate when needed.
• Good command of spoken and written English.
• Pay close attention to details and maintain accurate crew records.
• Willingness to learn new processes, systems and procedures.
• Work cooperatively with team members and external parties.
• Take initiative and follow up on pending matters.
• Demonstrate persistence to complete tasks in accordance with procedures.

Responsibilities

• 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 with manning agents to coordinate suitable seafarers once crew change plan is confirmed.
• Check seafarers competence and qualifications at screening and ensure SMS requirements are met before approval.
• Prepare crew change proposals and line up suitable seafarers for interviews.
• Prepare crew change expenses and submit for final approval.
• Arrange briefings for top seafarers and arrange necessary additional training as required.
• Coordinate crew embarkation and disembarkation and monitor the crew change process.
• Follow up on crew injury/illness cases and other crew-related incidents with relevant departments.
• Maintain crewing-related documents, certificates, and licenses in valid status in the system.
• Maintain crew personnel records, documentation, and filing systems.
• Handle crew immigration, visa applications and port/airport formalities for joining and sign-off.
• Prepare and update crew lists and maintain movement records in the system.
• Liaise with manning agents, unions, authorities and internal departments on crew matters.
• Verify disbursement bills from PRC and other manning agents.
• Maintain crew appraisal records and follow up on required appraisals.
• Perform other duties as assigned by the Crewing Manager or senior management.

Skills

Effective communication

Adaptability

Problem solving

Language proficiency (English)

Accuracy and detail

Learning ability

Teamwork

Initiative

Perseverance and follow-through

Education

Diploma or above, maritime related

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.