Crewing Administrative Assistant & P&I

COLUMBIA Shipmanagement Ltd.; Hinoba-an; On-site; PHP 279,000 - 469,000; Full time

Job summary

COLUMBIA Shipmanagement Ltd. is seeking a detail-oriented crewing administrator to support daily crew-related operations. You will handle correspondence, maintain crewing systems, and coordinate interviews and employment documents for seafarers.

The role involves assisting with P&I and crew insurance matters, ensuring records are up-to-date, and collaborating with vessels, seafarers, and the Crewing team to resolve issues promptly.

Qualifications

• Formal secretarial training or equivalent with relevant experience.
• Experience in crewing/maritime admin is advantageous.
• Knowledge of P&I insurance matters is advantageous.
• Good command of English, both written and spoken.
• Strong typing, computer and MS Office skills.
• Strong organisational and administrative skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive crew information.

Responsibilities

• Follow up on general correspondence and maintain effective communication with relevant parties.
• Maintain the Company's designated data systems and ensure information is updated accurately.
• Schedule and coordinate seafarers' interviews and briefings.
• Prepare and print Seafarer Employment Agreements when requested.
• Assist with applications for Flag State documents and maintain relevant records.
• Check, process, and forward correspondence and mail to vessels.
• Maintain crewing records, documents and databases.
• Assist with P&I related administrative matters concerning seafarers and vessels.
• Coordinate and follow up on seafarer insurance claims and documentation.
• Assist with preparation, submission, and follow-up of P&I claim documentation.
• Coordinate with vessels, seafarers, Crewing team, and P&I/insurance representatives on crew-related matters.
• Maintain records related to crew insurance, medical cases, injuries, claims, and supporting docs.
• Assist with administrative coordination of crew illness, injury, repatriation, and other P&I-related cases.
• Support Crewing Superintendent with P&I and insurance-related administrative activities and follow-ups.
• Comply with and implement the Company's Management System.
• Contribute to development or amendment of procedures.
• Promote and support continual improvement of the Company's processes.
• Perform any other duties as assigned by the Crewing Superintendent.

Skills

Secretarial education

Crewing/maritime admin experience

P&I/insurance knowledge

English proficiency

Typing & MS Office

Organisational skills

Confidentiality handling

Job description

• Formal secretarial education or equivalent training and relevant working experience.
• Previous experience in a crewing, maritime, shipping, or related administrative environment will be an advantage.
• Basic knowledge or exposure to P&I (Protection & Indemnity) and crew insurance matters will be an advantage.
• Good command of the English language, both written and verbal.
• Good typing, computer, and MS Office skills.
• Good organisational and administrative skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive crew-related information.

Key Responsibilities

• Following up on general correspondence and maintaining effective communication with relevant parties.
• Maintaining the Company's designated data systems and ensuring information is updated accurately.
• Scheduling and coordinating seafarers' interviews and briefings.
• Preparing and printing Seafarer Employment Agreements, when requested.
• Assisting with applications for Flag State documents and maintaining the relevant records.
• Checking, processing, and forwarding correspondence and mail to vessels.
• Maintaining accurate and up-to-date crewing records, documents, and databases.
• Assisting with P&I (Protection & Indemnity) related administrative matters concerning seafarers and vessels.
• Coordinating and following up on seafarer insurance claims and maintaining the relevant documentation.
• Assisting with the preparation, submission, and follow-up of P&I claim documentation with the relevant parties.
• Coordinating with vessels, seafarers, the Crewing team, and P&I/insurance representatives regarding crew-related matters.
• Maintaining records related to crew insurance, medical cases, injuries, claims, and supporting documentation.
• Assisting with the administrative coordination of crew illness, injury, repatriation, and other P&I-related cases.
• Supporting the Crewing Superintendent with P&I and insurance-related administrative activities and follow-ups.
• Being adequately conversant with and complying with the Company's Management System.
• Implementing the Company's Management System effectively within the scope of assigned responsibilities.
• Contributing to the development of new or amendment of existing procedures.
• Promoting and supporting the Company's efforts towards continual improvement.
• Performing any other duties or special tasks as may be assigned by the Crewing Superintendent.