Executive, Crew Planning & Mobility

ELSA; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

ELSA seeks an Executive, Crew Planning & Mobility (Crew Coordinator) to develop and maintain crew rotation schedules across construction, production, subcontractor, marine and catering personnel. You’ll confirm manning levels, ensure regulatory compliance, and manage crew documentation prior to deployment.

You will coordinate travel and accommodation, monitor leave and availability, maintain accurate records, and support audits and deployment reporting to help management decisions and cost

Qualifications

• Bachelor’s degree in maritime, business, HR or related field.
• Experience with crew planning, scheduling or manpower coordination.
• Experience in marine/offshore/project industries preferred.

Responsibilities

• Develop and maintain crew rotation schedules for multiple personnel categories.
• Coordinate with offshore management, vessel teams to confirm manning and readiness.
• Verify crew documentation (certifications, medicals, visas, permits) prior to deployment.
• Coordinate crew travel and accommodation within approved budget.
• Ensure compliance with company, client, maritime and regulatory requirements.
• Monitor crew leaves, utilization, availability and readiness.
• Maintain crew data in the management system for reporting/audit.
• Prepare deployment/demobilization reports and support audits.
• Communicate rotation schedules and deployment plans to stakeholders.

Skills

Immigration & docs management

Compliance systems (OSP/CCC/Track-IT)

Data accuracy & record-keeping

Communication & stakeholder coord.

MS Office & document control

Education

Bachelor’s degree in Maritime Studies / Business Administration / HR or related

Tools

Track-IT

OSP/CCC systems

MS Office

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