Crewing Assistant

OSM SHIP MANAGEMENT PTE. LTD.; Manila; On-site; PHP 223,200 - 446,400; Full time

Job summary

OSM SHIP MANAGEMENT PTE. LTD. in Manila is seeking a Crewing Assistant to manage crew documentation, flag state requirements and coordination with training and travel teams.

Your role will involve updating eCrew records, endorsing documents, ensuring data integrity, and communicating with seafarers to keep schedules and joining requirements on track. Experience in crew documentation is advantageous; a bachelor’s degree is required, with strong communication, negotiation, and teamwork skills

Qualifications

• Experience in processing crew documentation is advantageous.
• Bachelor’s degree is required.
• Ability to communicate effectively at all levels.
• Strong negotiation skills.
• Result oriented, hardworking and a team player.
• Has an eye for details.
• Customer-oriented behavior.

Responsibilities

• Update eCrew based on personal information and other necessary requirements.
• Endorse new documents submitted by the crew to Crewing Support for scanning and uploading in ecrew2.
• Ensure the ecrew2 data quality is maintained.
• Updating the team regarding the document status.
• Provide complete competence matrix overview to Crewing Officer/Crewing Manager prior departure of the seafarer.
• Request/Prepare Flag State requirements of seafarers for Flag State Team.
• Request booking of seafarers to Training Department for trainings per competence matrix.
• Ensure all documents are complete, valid, and verified prior departure of seafarers.
• Prepare POEA contract and ensure POEA Worker’s Information Sheet is valid before submitting contracts.
• Assist seafarers in upgrading and renewal of their documents (MARINA, NBI, medical etc.).
• Coordinate with Visa & Travel provider regarding visa requirements.
• Monitor flight and transportation bookings and keep seafarers updated.
• Prepare breakdown of wages and allotment summaries.
• Order working gears and issue to seafarers before departure.
• Dispatch seafarers according to schedule with joining instructions.
• Coordinate with OSM Cebu for documentation and seafarers reporting in Cebu.
• Perform other tasks as delegated by Senior/Crewing Manager and VP, PH Crewing Operations.

Skills

Communication

Negotiation

Attention to detail

Team player

Customer-oriented

Hardworking

Interpersonal skills

Education

Bachelor's degree

Job description

Key Responsibilities:

Crew Documentation

• Update eCrew based on personal information and other necessary requirements.

• Endorsement of new documents submitted by the crew to Crewing Support for scanning and uploading in ecrew2

• Ensure the ecrew2 data quality is maintained.

• Updating the team regarding the document status

• Provide complete competence matrix overview to Crewing Officer/Crewing Manager as applicable prior departure of the seafarer

Processing of Flag State Requirements

• Request/ Prepare Flag State requirements of seafarers (e.g. NIS, IOM, Swedish mustering, CRA’s endorsement etc.) to Flag State Team.

Training Coordination

• Request booking of seafarers to Training Department for trainings in accordance to competence matrix

Crew Coordination

• Ensure all documents are complete, valid, and verified prior departure of seafarers

• Prepare POEA contract and ensure POEA Worker’s Information Sheet and pertinent information are valid and correct before submitting contracts to Processing Department

• Assist seafarers in upgrading and renewal of their documents (MARINA, NBI, medical etc.)

• Coordinate with Visa & Travel provider regarding requirements needed for seafarer’s visa application

• Monitor flight and request transportation bookings as required and keep seafarers updated regarding schedule

• Prepare Breakdown of Wages and Allotment Summary of Seafarers

• Order working gears and issue to seafarers before departure as required by Customer

• Dispatch seafarers according to schedule and ensure all joining crew requirements are given to the crew (1. Letter of Guarantee (LOG) 2. OK to Board (If VISA is not needed or VISA on arrival) 3. Joining instruction)

• Coordinate with OSM Cebu for documentation and processing of seafarers reporting in Cebu.

• Perform other task as delegated by the Senior/Crewing Manager and Vice President, PH Crewing Operations

Who we are looking for

• Experience in processing crew documentation (an advantage)

• At least a graduate of any bachelor’s degree

• Ability to communicate effectively at all levels

• Strong negotiation skills

• Result oriented, hardworking and a team player

• Has an eye for details

• Customer-oriented