Pre-Fixture Specialist

V.Group; Chennai District; On-site; INR 500,000 - 800,000; Full time

Job summary

V.Group is seeking an organised professional in Chennai to support Ship Management teams by preparing Pre-Fixture questionnaires and maintaining vessel data for commercial clearance. You will ensure Q88 and related documents are accurate and up to date, coordinating with Class portals and oil majors for vetting and approvals.

The role requires experience with OCIMF/OIl Major Portals, strong communication, and thorough administrative skills, with exposure to KYC and regulatory documentation.

Qualifications

• Qualifications and experience sailing as Junior deck officer onboard for more than 2 years.
• Shore-based experience dealing with Oil Major; updating HVPQ / Officers Matrix in OCIMF and Q88 modules.
• Good understanding of OCIMF, Q88 and Oil Major Portals.
• Strong, clear communication and administrative skills.

Responsibilities

• Prepare Pre-Fixture documents such as Q88s, vessel descriptions, and questionnaires.
• Update HVPQ within required timeframe for BU vessels and ensure compliance with chartering needs.
• Keep Crew Matrix up to date to meet vetting standards for oil majors.
• Maintain vessel Q88 updates to support cargo operations and terminal clearances.
• Gather vessel information from Class portals or ShipSure and submit to oil majors for vetting.
• Upload and maintain information in Q88 per owner/charterer requirements.
• Review/update Oil Major questionnaires (TAM, SIS3, Repsol, Ampol, Cepsa, Galp) for terminal needs.
• Share vessel documentation with Owners/Charters (Q88, Crew Matrix, HVPQ, Class Status) timely.
• Ensure VPQ and Officers Matrix are updated in the CDI portal as required.

Skills

Communication skills

Administrative skills

Microsoft applications

Tools

OCIMF knowledge

Q88 familiarity

Job description

Job Description:

Location Country India

Work Location Chennai

Who are V? As a global leader in ship management and marine services, we add value to a vessel’s operations. Operating around the clock and around the world, V. gives every client the quality and efficiency they need in every sector. Covering crew management and recruitment, quality ship management and technical services, together with supporting management and commercial services, V. has an unrivalled industry knowledge with performance assured. Our values, We Care, We Collaborate, We Challenge, We are Consistent, We Commit and Deliver, are at the heart of everything we do and they support our strategy of Investing in Talent. We are always interested in making contact with talented individuals - people who will demonstrate our values and deliver great service, for internal and external stakeholders.

Overall Purpose of The Job

To provide consistent and efficient support to Ship Management teams or fleet cells by preparing and submitting Pre-Fixture questionnaires, ensuring all vessel data and supporting documentation are complete, accurate, and delivered in a timely manner to facilitate the commercial clearance of managed vessels.

Key Responsibilities And Tasks

• Prepare Pre-Fixture documents such as Q88s, vessel descriptions, and questionnaires.
• Ensure the Harmonised Vessel Particulars Questionnaire (HVPQ) is updated within the required timeframe for BU vessels, maintaining accuracy and compliance with chartering and commercial requirements.
• Ensure the Crew Matrix is up to date and compliant with the requirements of relevant oil majors, in order to meet vetting standards and facilitate smooth commercial approvals.
• Maintain regular update of vessel Q88 to ensure smooth cargo operations and terminal clearances in compliance with industry requirements.
• Gather accurate vessel information (Class status, Crew Matrix, certificates, diagrams) via Class portals, Ship sure, or directly from the vessel, and provide timely submissions to oil majors for vetting and clearance purposes.
• Gather accurate vessel information (Class status, Crew Matrix, certificates, diagrams) via Class portals, Ship sure, or directly from the vessel, and upload / maintain same in Q88 as per owners or Charterers requirement.
• Review, update, and maintain all relevant Oil Major questionnaires, including those from TAM, SIS3, Repsol, Ampol, Cepsa, and Galp, ensuring alignment with the latest terminal requirements and chartering standards and facilitate timely submission and approval of questionnaires to support smooth chartering processes and terminal access.
• Accountable for the timely sharing of vessel documentation—including Q88, Crew Matrix, HVPQ reports and Class Status Report with Owners or Charterers as required.
• Ensure Vessel Particular Questionnaire (VPQ) and Officers Matrix is updated in CDI portal within the required time frame as required by the BU’s or Owners or Charterers requirement.

What can I expect in return?

V. Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development. This a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.

Essential

• Qualifications and experience sailing as Junior deck officer onboard for more than 2 years (or)
• Relevant shore-based experience dealing with Oil Major with adequate knowledge in updating HVPQ / Officers Matrix in OCIMF and updating / uploading of certificate & officer’s matrix in Q88 including knowledge on various Oil Major Questionnaire with not less than 2 years of experience.
• Good understanding on OCIMF, Q88 and various Oil Major Portals.
• Strong, clear communication and administrative skills.

Desirable

• Experience working knowledge of Microsoft applications
• Computer literate
• Methodical approach to work, organizational planning skills.
• Significant experience in engaging and collaborating with multinational / multicultural teams.

Applications Close Date

30 Nov 2026