Crew Support Assistant

Höegh Autoliners Regional Operating Headquarter; Makati; On-site; PHP 335,000 - 558,000; Full time

Job summary

Höegh Autoliners is seeking a Crew Support Assistant to manage seafarer data, coordinate documentation, and support day-to-day crew processes across vessels. The role involves ensuring timely preparation of contracts, visas, and travel documents, and collaborating with Crewing and operations to sustain uninterrupted crew support services.

You will work within multiple systems, monitor readiness for deployment, and assist in ensuring compliant onboarding for seafarers and joining supernumeraries.

Qualifications

• Completed any 4-year university/college degree.
• Preferably with relevant experience in maritime crew documentation and processes.

Responsibilities

• Responsible for ensuring that all pertinent data of seafarers are encoded, updated and assist in monitoring OCS entries.
• Provide deployment documentation and travel requirements for embarking seafarers.
• Coordinate with internal stakeholders to confirm seafarer readiness for deployment and address documentation gaps.
• Assist in day-to-day Crew Support documentation and travel processes for team assigned vessels.
• Prepare deployment documentation and travel requirements for embarking seafarers (Contract of Employment, Endorsements, Visas, COP/COC).
• Arrange travel requirements for embarking & disembarking seafarers, including flight details and OEC submission.
• Prepare the final checklist of all travel documents, contracts, and certificates for proper embarkation and crew dispatch.
• Monitor and ensure compliance with updated visa requirements and processing.
• Support in the administration of the shared mailbox and workload during peak periods.

Skills

Data management

Team collaboration

Attention to detail

Education

4-year degree

Job description

Höegh Autoliners is a people-driven company with the belief that businesses should not only be forming lasting services but also lasting careers. We want to work with people who are incredibly team-oriented, jumphead‑first into a challenge, and always maintain a high‑bar for excellence.

If that sounds like the type of team you want to join, we can't wait to meet you!

A Little About Us

Höegh Autoliners is a global leader in Ro/Ro deep sea transportation services. The company owns and operates approx. 50 Pure Car and Truck Carriers (PCTCs) in global trade systems, making around 3 000 port calls yearly. Managed from a worldwide network of around 20 offices, our main customers are major manufacturers of new cars, heavy machinery and other rolling stock. Höegh Autoliners is also a leading carrier of second-hand vehicles.

A Lot About You

You are comfortable in working within several systems and applications, and your strength burns in data management. As a Crew Support Assistant, you are responsible for ensuring that all pertinent data of seafarers of vessels are encoded, updated and assists in monitoring OCS entries. You have a keen sense of quality mindset, good attention to details, organized and prompt. You will be a key contributor in the day-to-day operations and, and participate in team collaboration across the organisation.

Main Responsibilities

• Responsible for three (4 including 1 HFSC manned) assigned vessels under Fleet 2 and provide support in handling vessels across other fleets, as needed.

• Support the execution of crew change plans for the assigned vessel in accordance with approved schedules and operational needs.

• Monitor execution timelines for assigned vessels, proactively identifying issues and escalation to the CSO/Team Lead.

• Coordinate with internal stakeholders (e.g., Crew Operations, CQA, Crew Auxiliary) to confirm seafarer readiness for deployment and address documentation gaps.

• Assist in day-to-day Crew Support documentation and travel processes for team assigned vessels, ensuring completeness and timely preparation of requirements.

• Prepare deployment documentation and travel requirements for embarking seafarers:

• Contract of Employment

• Flag State Endorsements

• Visa-US Visa and joining visa

• Certificate of Proficiency (COP)

• Certificate of Competency (COC)

• Other ad‑hoc documentation

• Arrange travel requirements for embarking & disembarking seafarers:

• Check and monitor vessel schedule to align flight details for proper escalation and approval of flight.

• Booking request with submission of OEC

• Provide necessary details (i.e. ETPO) to travel agency for flight booking request.

• Arrange long layover allowances for embarking crew and disembarking crew as approved by Crewing Manager

• Prepare the final checklist of all travel documents, contracts, and certificates for proper embarkation and crew dispatch.

• Check and validate offsigners documents in preparation for next employment as endorsed by the Crew Manager.

• Coordinate with the Master regarding receipt of onboard processed contracts – extension & promotion & other ad‑hoc documents

• Support in the review and validation of contract details prior to DMW processing in coordination with the Liaison Officer.

• Support in the validation of deployment documentation and travel data prior to and after encoding in the HR system.

• Monitor and ensure compliance with updated visa requirements, coordinating necessary documentation and requirements of processing.

• Support in ensuring that seafarers 201 files are updated, and properly & securely filed in accordance with company records management policy.

• Assist in the regulatory and visa processing of seafarers and joining supernumeraries:

• In filing for expedite processing with MARINA by providing necessary documents

• Securing U.S. Visa requirements through securing appointments and briefings

• Meeting the documentary, travel requirements for joining supernumeraries.

• Support in the administration of the shared @hoegh.com shared mailbox by monitoring and proper dissemination.

• Support workload requirements during peak periods or operational needs to sustain uninterrupted Crew Support services.

Minimum Qualifications

• Completed any 4‑year university/college degree

• Preferably with relevant experience in maritime crew documentation and processes

We believe that building and sustaining a diverse and inclusive environment for working and learning leads to a better workplace, better ideas and more inspiring conversations.