Documentation/Liaison Coordinator

Odfjell; Philippines; On-site; PHP 279,000 - 446,000; Full time

Job summary

ODFJELL Philippines, INC. seeks a Documentation/Liaison Coordinator to manage crew documentation, liaise with TESDA, DMW, MARINA and embassies, and ensure timely processing of contracts, visas and certificates.

The role requires attention to detail, strong customer service, and ability to follow procedures in a structured environment. You will handle billing, reporting, and system support for the documentation team.

Qualifications

• College graduate in Science, Management, or any related field.
• Has at least 2 years of experience in documentation or similar responsibilities.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Knowledgeable in government procedures for seafarer document processing.
• Strong customer service and communication skills.
• Detail-oriented, able to work under pressure, and ensures thorough follow-through.
• Effective team player with the ability to adapt to constant change.

Responsibilities

• Acts as the companys authorized liaison with TESDA, DMW, MARINA, and various embassies for all required transactions.
• Handles documentation for crew assigned to 7–8 vessels, including renewals, follow-ups, encoding, scanning, and uploading to CIMS.
• Monitors and liquidates expenses related to assigned tasks, including requests for payment.
• Prepares all requirements for joining seafarers and supernumeraries in Philippine ports.
• Completes all reportorial requirements related to assigned responsibilities.
• Coordinates with government agencies for crew documentation and processing needs.
• Prepares, processes, and submits seafarer employment contracts, visa applications, OECs, SRCs, and Flag State certificates.
• Verifies, monitors, and updates crew certificates (COP/COC/STCW), vaccinations, and other mandatory documents.
• Manages crew documentation lifecycle—checking completeness, scanning/uploading to CIMS, maintaining 201 files, and naming standards.
• Tracks and assists with DMW adjudication cases and facilitate contract cancellations when required.
• Prepares and submits required reports, accreditation applications, and vessel/rank updates to DMW.
• Handles financial processes related to documentation, including cash advances, payment requests, and liquidations.
• Supports system users as part of the team, with one member serving as CIMS super‑user.

Skills

Attention to detail

Communication skills

Customer service

Education

College degree in Science/Management or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

About the job Documentation/Liaison Coordinator

We are looking for a Documentation/Liaison Coordinator who thrives in a structured, process-driven environment and takes pride in delivering precise, high-quality work. The ideal candidate is service-oriented, dependable, and detail-focused, with the discipline to follow established procedures and make sound decisions based on verified information.

If you consistently strive for accuracy, remain professional under pressure, and value organized, standards-driven work, we invite you to join our team.

AREAS OF RESPONSIBILITY

• Acts as the companys authorized liaison with TESDA, DMW, MARINA, and various embassies for all required transactions.
• Handles documentation for crew assigned to 7–8 vessels, including renewals, follow‑ups, encoding, scanning, and uploading to CIMS.
• Monitors and liquidates expenses related to assigned tasks, including requests for payment.
• Prepares all requirements for joining seafarers and supernumeraries in Philippine ports.
• Completes all reportorial requirements related to assigned responsibilities.

TASKS

The Documentation/Liaison Coordinator ---

• Coordinates with government agencies, including DMW, MARINA, DOH clinics, and embassies for a crew documentation and processing needs.
• Prepares, processes, and submits seafarer employment contracts (in‑house and non‑in‑house), visa applications, OECs, SRCs, and Flag State certificates.
• Verifies, monitors, and updates crew certificates (COP/COC/STCW), vaccinations, and other mandatory documents to ensure readiness for dispatch.
• Manages crew documentation lifecycle—checking completeness, scanning/uploading to CIMS, maintaining electronic and physical 201 files, and enforcing naming standards.
• Tracks and assists with DMW adjudication cases and facilitate contract cancellations when required.
• Prepares and submits required reports, accreditation applications, and vessel/rank updates to DMW.
• Handles financial processes related to documentation, including cash advances, payment requests, and liquidations.
• Supports system users as part of the team, with one member serving as CIMS super‑user, and perform other tasks as assigned.

QUALIFICATIONS

• College graduate in Science, Management, or any related field.
• Has at least 2 years of experience in documentation or similar responsibilities.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Knowledgeable in government procedures for seafarer document processing.
• Strong customer service and communication skills.
• Detail‑oriented, able to work under pressure, and ensures thorough follow‑through.
• Effective team player with the ability to adapt to constant change.

ODFJELL PHILIPINES, INC.