Documentation Coordinator

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

We are looking for a Documentation Coordinator to help support the Crewing Operations group's aims and operations. We need someone who is very focused and has a strong sense of urgency in completing duties and responsibilities successfully and efficiently.

The selected candidate will be responsible for a variety of duties; thus, we need someone who is detail-oriented and pays close attention to work quality in accordance with Odfjell processes and standards. Customer service, team-oriented focus on completing tasks is the norm for the position.

AREAS OF RESPONSIBILITY:

• Document Handling of crew assigned to 7 to 8 vessels including but not limited to processing/ monitoring of document renewals/ crew follow-up, encoding, scanning, and uploading in CIMS. (Crew Information Management System)
• Act as liaison and company authorized representative for relevant external stakeholders.

TASKS:

The Documentation Coordinator ---

• Responsible for monitoring and assisting of crew for application of COP/s COC (STCW certificates) in MISMO Marina and ensuring that all COPs/ COC are valid and complete prior dispatch.
• Monitors crew vaccination renewals and endorse crew to accredited DOH clinic for vaccination and ensures all required vaccinations are valid and complete prior dispatch.
• In charge of endorsement of crew to accredited training centers in relation to upgrading of license and practical assessment for STCW requirements.
• Responsible for timely collection of dispatch crew envelopes forwarded by the Vessel handlers for scanning and uploading in the Compas crew management system.
• Ensures that all crew documents are encoded, scanned, and correctly uploaded in the Compas crew management system.
• Organizes and maintains seafarers 201file of both electronic and hard copies for selected documents. Acts as controller and safe keeper of both.
• Ensures that all documents are tagged based on approved naming standard and copies are linked correctly to corresponding coded documents.
• Checks and verifies completion of crew documents for dispatch and informs stakeholders of any lacking / invalid documents.
• Prepare requirements and process seafarers employment contract, including contract extension, change of rank/ship, through in-house or non-in-house processing system and as approved by designated authority.
• Attends to reporting crew and act as Immediate responsible for matters relevant to online registration / processing.
• Monitors and timely process renewal/application of Flag-state certificates for embarking officers thru NMA (Norwegian Maritime Authority), Singapore MPA (Maritime Port Authority) , Marshall Island (MI) and South African Flag (SA)
• Prepares United States (US) and joining port visa requirements and schedules submission to drop box center (if applicable) in coordination with authorized company representative/liaison personnel.
• Monitors expiring CRA (Certificate of Receipt of Application) or ROA (Receipt of Application) of pending flag-state applications for onboard seafarers.
• Prepares reports as required by tasks.

QUALIFICATIONS:

• You are a college graduate in Science or Management or its equivalent.
• You have at least one (1) year work experience in a related field.
• Proficiency in using Microsoft tools including MS Word, Excel, and PowerPoint
• Has keen eye for detail, works well under pressure, takes ownership of work, and ensures exceptional follow-through.
• Good written and verbal communication skills
• You can multitask and work independently.