Fleet Executive

AirBorne Recruiting Pvt. Ltd.; Mumbai; On-site; INR 900,000 - 1,300,000; Full time

Job summary

AirBorne Recruiting Pvt. Ltd. Mumbai-based opportunity for an Executive Fleet Operations role overseeing crew planning, deployment, and compliance across vessels. The position ensures adherence to flag state regulations and international maritime standards while coordinating with HR and cruise lines.

The role requires meticulous scheduling, certificate verification (STCW, PEME/ILO, BST, FPFF, PSSR), and timely renewals. Daily crew movement updates and quarterly invoicing are included.

Qualifications

• Minimum 5 years of maritime crew management experience.
• Strong knowledge of STCW, voyage planning, and vessel operations.
• Excellent planning, organization, and communication skills.

Responsibilities

• Plan and manage crew rotations, embarkation and disembarkation schedules.
• Coordinate timely crew deployment to ensure uninterrupted vessel operations.
• Communicate changes at least 20 days in advance for prepone, postponement, or cancellation.
• Monitor crew availability and share updates with HR every 15 days.
• Collect joining dates from cruise line/concerned company and coordinate availability for embarkation.
• Maintain daily crew movements and ensure advance flight bookings.
• Prepare New Hire Pool and Rehire lists every 20 days.
• Ensure all crew hold valid certificates, visas, medical clearances, and STCW as per standards.
• Maintain accurate crew records, issue and archive contracts and next-of-kin docs.
• Prepare monthly crew movement, new hire/rehire pools, compassionate leave, attrition and fleet reports.

Skills

Crew planning

Crew deployment

Communication

Documentation

Coordination

Job description

Please Note: This opportunity is only for Mumbai based applicants.

Job Summary

The Executive Fleet Operations or Senior Fleet Executive Operations is responsible for the effective planning, coordination, and management of crew members across assigned vessels, ensuring full compliance with company policies, flag state regulations, and international maritime standards.

Key Responsibilities

1. Crew Planning & Deployment

• Plan and manage crew rotations, embarkation, and disembarkation schedules.
• Ensure timely crew deployment to maintain uninterrupted vessel operations.
• Ensure that any crew prepone, postpone, or cancellation is communicated at least 20 days in advance.
• Check crew member availability and share the updated list with the HR Supervisor / concerned HR team every 15 days.
• Request the joining date from the concerned cruise line or concessionaire company.
• Coordinate with crew members and the HR Supervisor to confirm availability for embarkation.
• Update crew movements on a daily basis (each working day)
• Ensure that flight bookings are made well in advance.
• Prepare the New Hire Pool and Rehire lists every 20 days.

2. Compliance & Certification

• Ensure that all crew members hold valid certificates, passports, visas/OK TO BOARD, STCW, medical clearances (PEME and ILO), and vaccination certificates, in accordance with the requirements of the respective cruise line (flag state).
• Passport: Must have a minimum validity of at least 18 months.
• Visa: Must be valid for the duration of the contract or at least sufficient to allow embarkation at the port of entry.
• Medical Reports (PEME/ILO): Must remain valid for the full duration of the employment contract.
• STCW: Must remain valid for the full duration of the employment contract.
• Ensure that all crew members possess/hold valid certifications in accordance with the Standards of Training, Certification, and Watchkeeping for Seafarers (STCW). This includes Basic Safety Training (BST), comprising Personal Survival Techniques (PST), Fire Prevention and Firefighting (FPFF), Elementary First Aid (EFA), and Personal Safety and Social Responsibility (PSSR).
• Additionally, crew members must hold Security Training for Seafarers with Designated Security Duties (STSDSD), Crowd and Crisis Management certification, as well as Advanced Fire Fighting (AFFA) and Proficiency in Survival Craft and Rescue Boats (PSCRB), as per company requirements.
• All certifications must comply with the standards set by the International Maritime Organization (IMO) and the Directorate General of Shipping (DGS).
• Ensure that all crew members hold a valid Indian Seaman’s Book (Indian CDC), a Biometric Seafarer Identity Document (BSID), and comply with all applicable company requirements.
• Ensure that all MTO crew members hold valid licenses in accordance with company requirements, such as Watchkeeping Deck (II/4) or Engine (III/4), Certificate of Proficiency (COP) Deck (II/5) or Engine (III/5), Certificate of Competency (COC) (III/1 or III/2), and Electro-Technical Rating (ETR) (III/7).
• Additionally, ensure that any further certifications required by the company, such as F-Gas, C‑SMART, Italian Endorsement, or others are obtained and remain valid
• Monitor document expiry dates and arrange timely renewals.
• Maintain full compliance with DGS, IMO, and port state regulations.
• Ensure that e‑migration clearances for crew members scheduled to embark are issued in a timely manner, at least 5/five days prior to travel.
• Ensure that all crew members scheduled to embark are signed on in the DGS portal within 5 to 7 days after joining the vessel.
• Ensure that all crew members who disembark from vessels are signed off in the DGS online portal within 15 days.

3. Crew Documentation & Records

• Maintain accurate and up-to-date crew records within the crew management system and ensure all crew folders are properly organized with standardized naming conventions.
• Ensure contracts (SEAs), Next of kin and all on board documentation are properly issued and archived.
• Preparation of the following reports by the 7th day of the month – Crew Movement, New hire and Rehire gap pools and timelines, crew on compassionate and medical leave, crew attrition, and finally, the consolidated fleet reports. ie - know your business on the tips of your fingers.

4. Recruitment & Pool Management

• Coordinate with recruitment teams to maintain an adequate pool of qualified crew.
• Manage reassignments, and timely replacements.
• Inform Management when crew remain stuck in the Gap Pool without joining dates.
• Contact pool (new and rehire) crew members every 15 days to follow up on pending documents and confirm their readiness.
• Update the e‑Recruit system in a timely and accurate manner.

5. Performance Management

• Maintain timely communication with all scheduled and disembarking crew members.
• Ensure that any complaint received from a crew member is first shared with the Assistant Manager and Manager. The Manager should then escalation it to the management team.
• Share important feedback from crew member’s first share with Senior Executive, Assistant Manager and Manager, manager take permission from management, then share the feedback to the clients.
• Invest time to reduce crew attrition - Crew Customer Service

6. Communication & Coordination

• Act as the primary point of contact for client fleet management, labour teams, port agents, and crew pursers.
• Maintain clear, professional, and courteous communication with crew members regarding embarkation and disembarkation processes.
• Ensure clear and timely communication regarding crew schedules, and any anticipated challenges
• Maintain professional communication with clients and crew members.
• Conduct weekly team meetings (Fridays, 5pm) to address weekly manning issues, and strengthen teamwork.
• Escalate important crew‑related to management. Do not hide information.
• Follow up on medical disembarkations and ensure timely re‑embarkation.
• Respond to all crew member inquiries within 24 to 48 hours in a timely and professional manner.
• Share all travel documents with crew members at least five days prior to their scheduled travel date.
• Conduct pre‑embarkation briefings for crew members at least five days prior to their travel date.
• If any crew member disembarks on medical grounds, ensure regular follow‑up on their medical status and share updates with the client. Additionally, prepare and submit invoices for sick wages and medical expenses to the client on a monthly basis, in a timely manner, along with all necessary supporting documents.

7. Crew Welfare & DGS Compliance

• Prepare and submit quarterly crew welfare invoices to the concerned company.
• Assist crew in claiming Crew Welfare benefits in a timely manner.
• Review DGS circulars, MS notices, and orders on a daily basis. Share with the teams.
• Ensure timely crew sign‑on and sign‑off in compliance with DGS requirements.
• DG Shipping Sign‑on/Sign‑off lists every 15 days received from Fleet Manager, and please take necessary action to sign on or sign off if any is pending.
• Update DG Shipping Portal all registered ship documents

8. Monthly Manning Invoices

• Prepare and submit monthly manning invoices by month‑end or within the first five days of the following month.
• Prepare and submit crew welfare invoices to the cruise line/concessionaire company on a quarterly basis.
• Ensure all crew‑related medical invoices are submitted monthly.
• Coordinate with Accounts to check if Invoices have been paid within 45 days of sending the Invoice.

9. Reporting & Audits

• To help Assistant Manager and Fleet Manager to prepare and submit monthly fleet crew reports to management, including:
• Fleet Monthly Reports
• Consolidated Crew Movement
• Consolidated Pool List
• Consolidated Debark List
• Support internal and external audits related to crew compliance and documentation
• Ensure timely implementation of team Non Compliance and corrective actions.
• Strong knowledge of maritime regulations and crew management practices
• Excellent planning, coordination, and communication skills
• High attention to detail with a strong compliance focus
• Ability to manage multiple vessels and priorities under tight deadlines