Documentation Coordinator (Temporary)

Odfjell; Manila; Hybrid; PHP 279,000 - 391,000; Full time

Job summary

Odfjell in Manila is seeking a Temporary Documentation Coordinator to support the Crewing Operations group. You will be focused, detail-oriented, and able to work with urgency to complete duties accurately.

The role involves managing crew documents for 7–8 vessels, liaising with external stakeholders, ensuring COP/COC validity, coordinating vaccinations and training enrollments, and uploading records into the Compas and MISMO Marina systems, while maintaining both electronic and hard-copy files.

Qualifications

• College graduate in Science or Management or equivalent.
• At least 1 year of related work experience.
• Proficiency with Microsoft Word, Excel and PowerPoint.
• Keen eye for detail, works well under pressure, takes ownership and follows through.
• Good written and verbal communication skills.
• Ability to multitask and work independently.

Responsibilities

• Document handling for crew across 7–8 vessels in CIMS (Crew Information Management System).
• Act as liaison and company representative for external stakeholders.
• Monitor COP/COC validity in MISMO Marina prior to dispatch.
• Endorse crew for vaccination renewals and DOH clinic scheduling.
• Endorsement of crew to training centers for license upgrades.
• Collect dispatch crew envelopes and upload in Compas.
• Encode, scan, and link documents to coded records.
• Maintain seafarers 201 file (electronic and hard copy).
• Tag documents by naming standard and verify completeness for dispatch.
• Prepare employment contracts and extensions as approved.
• Address online registration/processing and reporting needs.
• Monitor flag-state renewals (NMA, MPA, MI, SA) and related tasks.

Skills

Detail-oriented

Sense of urgency

Customer service

Team-oriented

Multitask

Independent work

Education

College degree in Science or Management

Tools

MS Word

MS Excel

PowerPoint

Job description

About the job Documentation Coordinator (Temporary)

We are looking for a Temporary 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.

We offer competitive market-aligned terms and conditions, as well as a demanding work environment with interesting tasks for the right individual.