Executive, Service Delivery

Fleet Management; Mumbai; On-site; INR 450,000 - 750,000; Full time

Job summary

Fleet Management is seeking a capable POD/Manning staff support professional to link Manning Offices with Technical and FPD Departments. You will handle paperwork for crew embarkation, licenses, courses, medicals, and contracts, ensuring accuracy and timely processing.

You will also coordinate with vendors, offices, and consulates, supporting compliance and cost control across multiple duties. The role requires experience in shipping documentation, strong communication, and proficiency in MS

Qualifications

• Degree holder with minimum 3 years in shipping industry.
• Experience in shipping documentation and shore-based requirements.
• Good communication and negotiation skills.
• Proficient in MS-Office.

Responsibilities

• Liaise with manning offices, vessels and ensure documents for lined up candidates are valid.
• Review daily vessel messages focusing on urgent matters like medical or disciplinary issues.
• Maintain licensing status database and ensure proper processing of licenses for candidates.
• Coordinate with Owners for proposals/approvals of selected candidates.
• Monitor crew costs and assist in processing agency invoices and expenses.
• Assist in preparations for RightShip, DBMS and Internal Audits.

Skills

Good communication

Negotiation skills

Education

Degree holder of any faculty

Tools

MS Office

Job description

Our 30-years journey rides on the passion of over 24,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 600+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET s short and long-term sustainable growth - whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary

The FPD Support and Manning Staff is the link between the Manning Offices and the Technical and FPD Departments. Handle/Co-ordinate all Paperwork including licenses / Courses / Medical / Contracts for Crew embarkation.

Key Roles and Responsibilities

• To liaise with the manning offices / vessels and ensuring all documents for lined up candidates are valid.
• To review on a daily basis messages from vessels with a focus on urgent matters such as medical, disciplinary etc.
• To liaise with manning offices to ensure the proper and timely processing of licenses of lined up candidates and to maintain a database of the licensing status including those applied for in Hong Kong.
• To Liaise with Owners for proposals/approvals of selected candidates.
• In liaison with Accounts and Tech departments to monitor/process agency D/A invoices for payments.
• To maintain adequate stock of necessary application forms. To keep abreast of the licensing requirement of the different Flags, time and documents required for processing and their fee structure.
• To assist in controlling costs by monitoring crew wages, agency fare, airfare etc. and to keep track of expenses incurred towards licensing and certifications and advise the vessel in order make necessary deductions from the staff.
• To obtain full style of agents from the vessel or the operators and to liaise with agents for crew changes and to commit the costs in order to ensure a smooth repatriation.
• To maintain updated agents, address book for ready reference.
• In consultation with the various consulates to keep updated with the time/documents required and cost involved for obtaining various visa.
• To assist the Executive Director - Manning & Operations with renewal of CBAs and Special Agreements.
• To arrange hotel bookings for office staff and ship s staff in Hong Kong.
• To carry out any other tasks that may be assigned by the Marine Superintendent Fleet Personnel Department.
• Assist POD Manager in communication and co-ordination with Operation / Technical team for crew change requirements, ensuring timely processing and smooth embarkation / disembarkation of seafarers on Indian posts as per vessel operational requirements.
• Co-ordinate with all relevant internal office teams including Travel, Visa, Fleet Care, Accounts and Technical teams to ensure all organisational documents are prepared, verified and maintained as per company requirements prior to crew deployment.
• Clear joining forms and ensure all documents including licenses, medical certificates, contracts, visa and course certificates are complete, verified and in order before seafarer travel is confirmed and tickets are issued.
• Assist and support POD Manager in preparation and execution of RightShip, DBMS and Internal Audits, ensuring all required documents, records and compliance data are compiled, verified, organised and submitted within stipulated timelines.
• Ensure PDOS compliance and Training Matrix compliance is monitored and followed up for all seafarers under the pod prior to vessel joining, flagging non-compliance cases to POD Manager immediately for corrective action.
• Ensure PARIS and Dry matrix compliance is verified for all candidates prior to planning and vessel assignment, confirming that rank eligibility, certification, medical fitness and training requirements are met before nomination is finalised.
• Process and follow up on Visa requirements for seafarers including US Visa and Schengen Visa, liaising with the Visa team to ensure timely availability of visa-ready candidates for deployment as per vessel and owner requirements.
• Maintain and update necessary data for crew change, budget monitoring and cost tracking, ensuring accurate and current records are always available for review by POD Manager and Group Head Service Delivery.
• Co-ordinate with the BMC (Budget Monitoring Cell) team to monitor, track and report budget variances for the pod, ensuring timely escalation of anomalies and discrepancies in crew cost data to POD Manager for review and corrective action.
• Assist in training and development of junior staff within the pod, providing on-the-job guidance, sharing process knowledge and ensuring junior executives are equipped to independently handle day-to-day manning, documentation and compliance responsibilities effectively.

Job Experience, Functional Knowledge and Qualifications

• Degree holder of any faculty with minimum 3years of work experience in shipping industry
• Experience in documentation in shipping industry dealing with shore-based requirements.
• Good Communication Skills
• Excellent on MS-Office
• Good Negotiation skills

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