Executive, Crew Planning & Mobility

Elsa Talent; Kuala Lumpur; On-site; MYR 80,000 - 110,000; Full time

Job summary

Elsa Talent in Malaysia is seeking an Executive, Crew Planning & Mobility (Crew Coordinator) to develop and maintain crew rotation schedules across multiple categories including construction, offshore, and catering personnel. You will coordinate with offshore and project teams to ensure appropriate manning levels and regulatory readiness.

The role requires tracking certifications, medicals, visas, and permits, and ensuring timely renewals while managing travel and accommodation within budget.

Qualifications

• Bachelor's Degree in Maritime Studies, Business Administration, HR Management, or related field.
• Training certification in Crew Planning, Workforce Management, OR HR Systems preferred.
• Minimum 3–5 years of experience in crew planning, scheduling, or manpower coordination within marine, offshore, or project-based industries.
• Experience managing multiple categories of personnel (construction, subcontractor, catering, and marine crew).
• 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.

Responsibilities

• Develop and maintain accurate crew rotation schedules covering multiple personnel categories to align with project timelines and vessel operations.
• Coordinate with offshore management, vessel management, and project teams to confirm manning levels, competency, and readiness.
• Verify crew documentation (certifications, medicals, training, visas, permits) and renewals to prevent disruptions.
• Arrange crew travel and accommodation within approved budgets in collaboration with travel and logistics teams.
• Ensure assignments comply with company, client, statutory, maritime, and regulatory requirements prior to mobilization.
• Monitor leave cycles, utilization, availability, and readiness; update records to optimize manpower and minimize idle costs.
• Maintain up-to-date crew information in the crew management system across records for reporting and audits.
• Support audits by preparing deployment reports and verifying documentation for traceability of mobilization/demobilization.
• Prepare reports on manpower utilization, movements, deployment status, and cost performance for management decisions.
• Communicate rotation schedules, deployment plans, and updates to stakeholders and offshore personnel.
• Provide operational support during emergencies or last-minute crew changes by coordinating qualified replacements.
• Contribute to process improvements and digitalization initiatives to improve data accuracy and communication.

Skills

Immigration management

Documentation management

Compliance systems

Data accuracy

Stakeholder coordination

MS Office

Document control systems

Education

Bachelor's degree in Maritime Studies/Bachelor's in Business Administration/HR Management

Tools

OSP/CCC/Track-IT

MS Office

Job description

Position : Executive, Crew Planning & Mobility (Crew Coordinator)

Industry : Oil & Gas

Employment Type : Contract (1 year)

Job Scope(s):

• Develop and maintain accurate crew rotation schedules covering various personnel categories, including construction, production, subcontractor, marine, and catering personnel, ensuring workforce planning aligns with project timelines, vessel operations, and contractual requirements.
• Coordinate with offshore management, vessel management, and project teams to confirm appropriate manning levels, crew competency, and operational readiness in accordance with applicable regulatory and client requirements.
• Verify the validity of crew documentation, including certifications, medicals, training records, visas, and work permits, prior to deployment, and follow up on renewals to prevent operational disruptions.
• Coordinate with relevant cost control, business support, travel, and logistics teams to arrange crew travel and accommodation efficiently and within approved budget limits.
• Ensure crew assignments comply with applicable company, client, statutory, maritime, and regulatory requirements prior to mobilization.
• Monitor and track crew leave cycles, utilization, availability, and readiness, ensuring records are updated promptly to optimize manpower allocation and minimize idle or standby costs.
• Maintain accurate and up-to-date crew information within the crew management system, ensuring consistency across personnel, vessel, and project records for reporting and audit purposes.
• Support internal and external audits by preparing deployment reports, validating crew documentation, and ensuring complete traceability of crew mobilization and demobilization activities.
• Prepare and submit reports on manpower utilization, crew movements, deployment status, and cost performance to support management decision-making and variance monitoring.
• Communicate crew rotation schedules, deployment plans, and operational updates effectively to relevant internal stakeholders and offshore personnel, ensuring timely and clear dissemination of information.
• Provide operational support during emergencies, unforeseen circumstances, or last-minute crew changes by coordinating qualified replacements promptly to maintain operational and project continuity.
• Contribute to process improvement and digitalization initiatives aimed at improving data accuracy, reducing processing time, and enhancing communication and coordination across Crewing, HR, Operations, and related functions.

Requirement(s):

• Bachelor's Degree in Maritime Studies, Business Administration, Human Resource Management, or related field.
• Training certification in Crew Planning, Workforce Management, OR HR Systems preferred.
• Minimum 3–5 years of experience in crew planning, scheduling, or manpower coordination within marine,offshore, or project-based industries.
• Experience managing multiple categories of personnel (construction, subcontractor, catering, and marine crew).
• 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
• Attention to Detail
• Accountability & Integrity
• Drive Results
• Compliance & Discipline Orientation

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