Crew Assistant – Fleet Personnel Department

Safesea Group; Mumbai; On-site; INR 400,000 - 600,000; Full time

Job summary

Safesea Group is seeking a Crew Assistant for the Fleet Personnel Department to support planning, documentation, mobilization and maintenance of crew for vessels, ensuring adherence to procedures and maritime requirements.

You will assist in crew changes, maintain records, coordinate with vessels and agents, and help with invoices and POs in MariApps, while upholding confidentiality and accuracy in documentation.

Qualifications

• Diploma/degree in Shipping, Maritime Studies, Logistics, or related field preferred.
• Experience in shipping/crewing or maritime HR advantageous.
• Familiarity with MariApps or other ship-management/ERP systems helpful.

Responsibilities

• Plan and schedule crew changes, joining, and repatriation.
• Maintain crew records, databases, and vessel crew lists.
• Coordinate with vessels, crew, agents, and internal teams.
• Verify passports, CDCs, visas, medical certificates, STCW certificates, and other documents.
• Arrange crew travel, flights, hotels, and joining formalities.
• Prepare joining instructions and travel details.
• Follow up on expiring certificates and documents.
• Assist with crew contracts, leave records, and payroll information.
• Support audits by providing required crew documentation.

Skills

MS Office

Excel

Outlook

MariApps

ERP processes

Documentation skills

Coordination

Communication skills

Attention to detail

Confidentiality

Education

Diploma/degree in Shipping or Logistics

Tools

MariApps

ERP systems

Job description

TJob Title: Crew Assistant – Fleet Personnel Department

Department: Fleet Personnel

Reports To: Crewing Manager

Job Purpose

To provide administrative and operational support to the Fleet Personnel/Crewing Department in the efficient planning, documentation, mobilization, and maintenance of crew for the company’s vessels, while ensuring compliance with company procedures and applicable maritime requirements.

Key Responsibilities

• Assist the Fleet Personnel team in the planning and scheduling of crew changes, joining, and repatriation.
• Maintain and update crew records, databases, personnel files, and vessel-wise crew lists.
• Coordinate with vessels, crew members, manning agents, and other departments regarding crew-related matters.
• Check the validity and availability of passports, CDCs, visas, medical certificates, STCW certificates, training certificates, and other required documents.
• Assist in arranging crew travel, flights, hotels, transportation, and other joining formalities.
• Prepare and circulate crew joining instructions, travel details, and relevant documentation.
• Follow up with crew members for expiring certificates, medicals, visas, and other documents.
• Assist with the preparation and maintenance of crew contracts, allotment details, leave records, and other personnel documentation.
• Support the Fleet Personnel Manager in maintaining crew matrices and vessel manning requirements.
• Check crew-related invoices against the relevant Purchase Orders (POs) and supporting documents for accuracy, completeness, and proper allocation.
• Process and record verified invoices and POs in MariApps, ensuring that the relevant vessel, cost code, and other required details are correctly entered.
• Coordinate with Accounts/Finance, procurement, manning agents, and other service providers regarding invoice and PO discrepancies or pending approvals.
• Follow up on pending invoices, POs, approvals, and payment-related queries to ensure timely processing.
• Assist with crew-related payroll/accounts information when required.
• Maintain records of crew performance appraisals, promotions, training, and other personnel matters.
• Assist with crew welfare and respond to routine queries from crew members.
• Ensure proper filing and confidentiality of crew personal and employment information.
• Assist during internal/external audits and inspections by providing required crew documentation and records.
• Monitor pending crew-related actions and follow up with concerned parties until closure.
• Perform other duties assigned by the Fleet Personnel/Crewing Manager.

Required Qualifications

• Diploma/degree in Shipping, Maritime Studies, Logistics, Business Administration, or a related field is advantageous.
• Prior experience in a shipping company, ship management company, crewing/manning agency, or maritime HR department is preferred.
• Familiarity with maritime crew documentation and STCW requirements is an advantage.
• Experience with MariApps or other ship-management/ERP systems is an advantage.

Required Skills

• Good knowledge of MS Office, particularly Excel and Outlook.
• Familiarity with MariApps and basic ERP processes.
• Strong organizational and documentation skills.
• Good written and verbal communication skills.
• Ability to coordinate with multiple stakeholders and work under time pressure.
• Strong attention to detail when checking crew documents, invoices, and POs.
• Good follow-up and problem-solving skills.
• Ability to maintain confidentiality of crew and financial information.

Key Performance Areas (KPIs)

• Timely completion of crew joining and repatriation documentation.
• Accuracy and completeness of crew records.
• Timely follow-up of expiring certificates and documents.
• Effective coordination of crew travel and mobilization.
• Accurate checking and timely processing of invoices and POs in MariApps.
• Timely identification and resolution of invoice/PO discrepancies.
• Compliance with company crewing and financial procedures.
• Timely response to vessel, crew, and internal department queries.
• Proper maintenance and confidentiality of personnel and financial records.

Working Relationships

Internal: Fleet Personnel Manager, Marine Operations, Technical Department, Accounts/Finance, Procurement, QHSE, HR, and Vessel Management Teams.

External: Seafarers, Manning Agents, Travel Agents, Training Centres, Medical Centres, Port/Immigration authorities, and other service providers.

Experience

0–2 years for an entry-level Crew Assistant; experience in a shipping/crewing environment and knowledge of MariApps, invoice processing, and PO handling is preferred.

Personal Attributes

• Responsible and dependable
• Detail-oriented
• Proactive and organized
• Good team player
• Able to work with urgent and changing requirements
• Professional and service-oriented attitude