Maritime Crewing & Coordination Specialist

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

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