Executive, Crew Planning & Mobility

Elsa Talent Solutions Sdn. Bhd.; Kuala Lumpur; On-site; MYR 60,000 - 110,000; Full time

Job summary

Elsa Talent Solutions Sdn. Bhd.

in Kuala Lumpur seeks an experienced Executive, Crew Planning & Mobility (Crew Coordinator) to develop accurate crew rotation schedules across construction, production, marine, and catering personnel, ensuring alignment with project timelines and vessel operations. You will coordinate with offshore management and project teams to confirm manning levels, verify documentation, and manage deployments within budget and regulatory requirements, while supporting audits

Qualifications

• Bachelor's degree in Maritime Studies or related field.
• 3–5 years in crew planning or manpower coordination.
• Experience with crew documentation and regulatory compliance.

Responsibilities

• Develop and maintain crew rotation schedules across personnel categories.
• Coordinate with offshore/vessel management to confirm manning levels and readiness.
• Verify certifications, medicals, visas, and work permits prior to deployment.
• Arrange crew travel and accommodation within approved budgets.
• Ensure deployments comply with regulatory and client requirements.
• Monitor crew leave, utilization, and readiness for optimal allocation.
• Maintain crew data in the management system for reporting/audit trails.
• Support audits with deployment reports and documentation validation.
• Prepare reports on manpower utilization and deployment status.
• Communicate rotation plans and updates to stakeholders and offshore teams.
• Provide replacements during emergencies or last-minute crew changes.
• Contribute to process improvements and digitalization initiatives.

Skills

Crew Planning

Scheduling

Manpower Coordination

Stakeholder Coordination

Documentation Management

Education

Bachelor's Degree in Maritime Studies

Tools

OSP

CCC

Track-IT

Job description

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

Industry : Oil & Gas

Employment Type : Contract (1 year)

Location : Kuala Lumpur

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
• 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