Crew Documentation Specialist

Odfjell; Pasay; On-site; PHP 240,000 - 360,000; Full time

Job summary

Odfjell is seeking a Documentation Coordinator to support the Crewing Operations group. The role requires high attention to detail and urgency to complete duties per Odfjell standards, focusing on document handling, compliance, and stakeholder coordination.

You will ensure COP/COC readiness, vaccination endorsements, and training center endorsements while maintaining meticulous records across digital and physical files. Strong communication and independent work habits are essential.

Qualifications

• Bachelor's degree in Science or Management or equivalent.
• At least 1 year of related work experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Keen eye for detail and ability to work under pressure.
• Excellent written and verbal communication skills.
• Ability to multitask and work independently.

Responsibilities

• Document handling of crew for 7–8 vessels; process/monitor document renewals and encoding, scanning, uploading in CIMS.
• Act as liaison and company representative for external stakeholders.
• Monitor and assist crew in COP/COC applications; ensure validity prior dispatch.
• Monitor crew vaccination renewals; endorse for vaccination at DOH clinics; ensure validity.
• Endorse crew to training centers for license upgrades and STCW requirements.
• Collect dispatch envelopes for scanning/upload in Compas system; keep documents uploaded.
• Organize and maintain seafarers 201 files (electronic and hard copy).
• Tag documents per naming standards; link copies to coded documents.
• Check completion of crew documents for dispatch; inform stakeholders of gaps.
• Prepare employment contracts and extensions per approved processes.
• Report crew status for online registration/processing.
• Process flag-state certificates renewals with relevant authorities.
• Prepare US joining port visa requirements and submissions with liaison personnel.
• Monitor expiring CRA/ROA for onboard seafarers; report as needed.
• Prepare periodic reports.

Skills

Detail-oriented

MS Word

MS Excel

MS PowerPoint

Strong communication

Multitasking

Independent worker

Education

Bachelor's degree in Science or Management

Tools

MS Word

MS Excel

MS PowerPoint

Job description

Odfjell is seeking a Documentation Coordinator to support the Crewing Operations group. The role requires high attention to detail and urgency to complete duties per Odfjell standards, focusing on document handling, compliance, and stakeholder coordination.

You will ensure COP/COC readiness, vaccination endorsements, and training center endorsements while maintaining meticulous records across digital and physical files. Strong communication and independent work habits are essential.