Documentation Officer

Seabird Ship Management; Manila; On-site; PHP 335,000 - 603,000; Full time

Benefits offered by this job

Statutory benefits

Job summary

SEABIRD SHIP MANAGEMENT, INC. seeks a Documentation Officer to ensure the database is updated for both on-signers and off-signers and to manage crew medical records.

The role coordinates with agents for Ok to Board or visa letters, prepares vessel flag registry documents, handles joining crew dispatch, and validates documents before submission to principals and masters.

Qualifications

• HOLDER OF A BACHELOR’S DEGREE.
• AT LEAST 2 YEARS WORKING EXPERIENCE IN RELATED FIELD.
• FAMILIAR WITH SEAFARER’S TRAINING CERTIFICATES, AND PROCESSING OF POEA CONTRACTS, VISAS, AND OTHER DOCUMENTS WITH RELEVANT GOVERNMENT AGENCIES.
• KNOWLEDGEABLE IN MS OFFICE SUITE.

Responsibilities

• Update database for on-signers and off-signers.
• Maintain medical records of crew and issue referrals.
• Inform agent about joining crew details for OTB or visa letters.
• Prepare for vessel flag registry and visa processing.
• Collect airline tickets for joining seafarers.
• Prepare and check documents per checklist for principal/Master’s file.
• Re-check validity of submitted documents (seaman’s book, passport, certificates).
• Maintain Personal Files for on-signers and off-signers; safekeep originals.
• Dispatch joining crew.
• File revalidation for Certificates of Proficiency/Competency.
• Prepare Sea Service Certification.
• Perform other tasks as instructed by top management.

Skills

POEA contracts visa processing

Seafarer training certificates

Education

Bachelor’s Degree

Tools

MS Office Suite

Job description

Documentation Officer

SEABIRD SHIP MANAGEMENT, INC.DMW-198-SB-11252024-R-MLC

Vessel Type: n/aTrade Route: Domestic / Inter-Island1 Vacancies

Job Information

Job Description

a) Ensures that the database is updated with current information both for on-signers and off-signers.

b) Responsible for medical records of crew. Issuance of medical referral;

c) Responsible in informing the agent about the details of joining crew to request "Ok to Board" (OTB) or guarantee letter for visa purposes and for those joining crew without visa.

d) Responsible for preparation for the application/processing of vessel flag registry and visa.

e) Responsible for collecting of tickets from airlines for joining seafarers.

f) Prepares and checks documents as per checklist (contracts/dispatch letter/medical/principal’s policy /various certificates, etc.) to be sent to the principal / Master’s file.

g) Re-checks the validity and authenticity of submitted documents e.g. seaman’s book, passport, training certificates and other documents by the applicants related to his position.

h) In-charge of the Personal Files for on-signers and off-signers and is responsible for ensuring the safe keeping of the seafarers’ original documents.

i) Responsible for the dispatch of joining crew.

j) Responsible for filing of the revalidation for the Certificates of Proficiency and/or Competency for officers and ratings.

k) Prepares Sea Service Certification.

l) Performs other tasks deemed necessary and as instructed by the top management.

Skills and Qualifications:

• Holder of a Bachelor’s Degree
• Have at least 2 years working experience in related field.
• Familiar with seafarer’s training certificates, and processing of POEA contracts, visas, and other documents with relevant government agencies.
• Knowledgeable in MS Office Suite

Benefits

• statutory

No fees in any form an/or purpose will be collected from the applicants. Beware of illegal recruiters and human traffickers.

Agency Information

The corporate motto and mission of "bringing seafaring to the greater heights" encompasses the commitment of the corporate leaders, managers and employees of Seabird Ship Management, Inc. to consistently provide high standard of service to its clients.

For the Year 2012, Seabird Ship Management, Inc. was recognized as the recipient of the Best Offshore Employment Company with a Seal of Quality for Business Excellence by the Star Brand Philippines.

The President and Chairman of the Board, Engr. Fidel I. Ferrer, was also a recipient of the Outstanding Filipino Achiever in Business Management and Entrepreneurship Award, and for a Medal of Distinction for Filipino Achievers by the Star Brand Philippines on 21 September 2012.

The company’s dedication for continual improvement sets its direction to constantly increase organizational performance and overall effectiveness in the delivery of service for the satisfaction of its clients expectations.

• Job Title:Documentation Officer
• Principal:
• Trade Route: Domestic / Inter-Island
• Vessel Type: Others - n/a
• Opening Date: September 9, 2026
• Closing Date: October 8, 2026
• Vacancies: 1

• Agency Name: SEABIRD SHIP MANAGEMENT, INC.
• POEA License No.: DMW-198-SB-11252024-R-MLC