Executive, Crew Governance

Elsa Talent Solutions Sdn. Bhd.; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Part time

Job summary

Elsa Talent Solutions Sdn. Bhd. in Kuala Lumpur seeks an Executive, Crew Governance (Training Coordinator) to oversee crew compliance documentation, training records, and mobilization readiness for oil & gas operations.

You will verify records, coordinate training and visa processes, and collaborate with HR and Logistics to ensure timely deployment while maintaining strict regulatory compliance across platforms.

Qualifications

• Bachelor’s degree or higher in a related discipline.
• Training or certification in immigration procedures or compliance management is preferred.
• 3–5 years of experience in crew compliance, visa/work permit processing, or maritime documentation coordination.

Responsibilities

• Maintain, verify, and update crew compliance records (medicals, certificates, training, work permits, visas, licenses).
• Monitor document validity and initiate renewals to prevent deployment disruptions.
• Validate all required crew documentation per maritime regulations and client requirements before mobilization.
• Coordinate visa/work permit applications for local and international crew with authorities and agents.
• Collaborate with HR, Logistics and Vessel Management to meet mobilization deadlines.
• Arrange crew certifications and mandatory trainings with internal teams; keep records current.
• Maintain compliance dashboards and reporting for management and stakeholders.
• Manage client/regulatory platforms by uploading documents and tracking status.
• Support audits by preparing documentation and evidence packs; address findings.
• Identify gaps and suggest corrective actions to improve processes.
• Coordinate cost control and vendor management for crew compliance services.

Skills

Immigration documentation management

Client & flag compliance systems

Data accuracy & record-keeping

Communication & stakeholder liaison

MS Office & document control

Education

Bachelor's degree in Business Administration/Maritime/Human Resources

Tools

OSP / CCC / Track-IT

Job description

Position : Executive, Crew Governance (Training Coordinator)

Industry : Oil & Gas

Employment Type : Contract (1 year)

Location : Kuala Lumpur

Job Scope(s):

• Maintain, verify, and update crew compliance records, including medicals, certificates, training, work permits, visas, and licenses for all active crew, ensuring accuracy and traceability within the crew management system.
• Monitor document validity and proactively initiate timely renewals to prevent deployment disruptions, expired credentials, and compliance issues.
• Ensure regulatory and client compliance by validating all required crew documentation in accordance with applicable maritime regulations, flag state requirements, and client-specific requirements prior to crew mobilization.
• Coordinate and process visa and work permit applications for local and international crew through relevant authorities, embassies, immigration offices, and appointed agents, ensuring timely processing and minimizing the risk of rejection.
• Collaborate with HR, Logistics, and Project/Vessel Management teams to ensure timely submission of crew documentation, medicals, approvals, and other requirements to meet mobilization deadlines.
• Coordinate with training providers and internal training teams to arrange crew certifications, mandatory training, and refresher programs, ensuring all training records remain current and verifiable.
• Maintain compliance dashboards and tracking systems to monitor certification status, visa renewals, and client documentation, supporting transparent reporting to management and relevant stakeholders.
• Manage applicable client, regulatory, and compliance platforms by uploading required documents, maintaining accurate information, and monitoring document submission and acceptance status.
• Support internal and external audits by preparing supporting documentation, evidence packs, and compliance records, and assisting in addressing findings from client, regulatory, or maritime inspections.
• Identify compliance gaps and recommend appropriate corrective actions to address nonconformities, improve turnaround time, and enhance documentation and compliance processes.
• Coordinate cost control and vendor management activities related to medical, visa, training, and other crew compliance services, ensuring operational efficiency and adherence to approved budgets.
• Maintain confidentiality and ensure compliance with applicable data protection and privacy regulations when handling crew personal and sensitive information.

Requirement(s):

• Bachelor's Degree in Business Administration, Maritime Studies, Human Resource Management, or related discipline.
• Training or certification in immigration procedures, compliance management, or data systems.
• Minimum 3-5 years of experience in crew compliance, visa/work permit processing, or maritime documentation coordination.
• Experience managing client and flag state systems and audit documentation preferred.
• Required Skills:
  • Immigration and documentation management
  • Client and flag compliance systems (OSP / CCC / Track-IT)
  • Data accuracy and record-keeping
  • Communication and stakeholder coordination
  • Proficiency in MS Office and document control systems
• Key Behavioural Competencies:
  • Attention to Detail
  • Accountability & Integrity
  • Drive Results
  • Teamwork & Collaboration
  • Compliance & Discipline Orientation

Note: Only those applicants who meet the above criteria will be contacted as part of shortlisting process