PLANNING & CREWING COORDINATOR (MANILA OFFICE)

BW Epic Kosan; Philippines; On-site; PHP 480,000 - 960,000; Full time

Job summary

BW Epic Kosan is seeking a dedicated professional to manage crew planning, deployment, and recruitment across its fleet. The role involves coordinating with Manning Agents, arranging travel and crew changes, and maintaining crew documentation to support smooth operations.

The ideal candidate brings maritime HR experience, strong teamwork, and excellent time management. Proficiency in English and Tagalog, plus MS Office and SharePoint, is essential for success.

Qualifications

• Bachelor's Degree or Diploma in a relevant discipline.
• Relevant professional work experience in ship management, particularly marine HR and crewing operations.
• Team player with good interpersonal and communication skills.
• Committed and responsible in meeting deadlines with excellent time management.
• Independent, organized, and able to manage cross-functional relationships.
• Proficient in English and Tagalog, both spoken and written.
• Strong command of MS Office (Outlook, Excel, PowerPoint, Word) and SharePoint.

Responsibilities

• Plan long-term deployment of officers, ratings and cadets.
• Coordinate with Manning Agents for availability and vessel assignments.
• Coordinate crew travel, embarkation and crew changes.
• Monitor and update crew documents, licenses and certifications in the system.
• Maintain pool records, identify shortages and career progression needs.
• Oversee recruitment by Manning Agents and screen applicants.
• Rotate as part of 24/7 emergency readiness and respond.
• Prepare monthly reports.

Skills

Maritime HR

Crewing operations

Team player

Interpersonal skills

Time management

Cross-functional

English & Tagalog

MS Office

SharePoint

Education

Bachelor's degree or diploma in relevant discipline

Tools

Microsoft Office

SharePoint

Job description

About Us

BW Epic Kosan owns and operates a fleet of 76 modern and high quality Refrigerated, Semi-refrigerated and Fully Pressurised gas carriers providing seaborne services for the transportation of Liquefied petroleum gas (LPG), Ethylene, Ethane and petrochemicals. Our vessels serve as a crucial link in the international gas supply chains of leading oil majors and commodity trading houses throughout Southeast Asia, Europe, West Africa and the Americas. We employ approximately 2000 seafarers and a multi-national team of over 180 shore-based staff.

Job Description

• Crew Planning
  • Responsible for the long-term planning of officers, ratings & cadets
  • Liaising with Manning Agents regarding availability and vessel assignments.
  • Obtaining vessel assignment approvals and posting of such in Company's Crew Management System.
  • Communicating approved vessel assignments and crew change plan to Manning Agents.
• Crew Deployment and Logistics
  • Coordinate with crew, vessels, manning agents, port agents and other related parties and obtain relevant travel documentation required on crew relief plan and change activities.
  • Facilitate flight bookings for on-signing and off-signing crew.
  • Facilitate briefing meeting schedule of Top 2 officers and coordinate with Technical department.
  • Updating crew embarkation / disembarkation reports and ensuring that pertinent information of crew is updated in crew management system before on-signing vessel.
  • Verify the authenticity and monitor validity of all crew documents and licenses Assist in updating crew personnel, documents and certificate information in crew management system.
  • Verification and facilitation of crew employment contract.
  • Verification and approval of invoices related to crew change cost. Facilitate and approve crew reimbursement claims.
• Pool Management
  • Responsible for updating and maintaining records and data into the personnel/planning system.
  • Ensuring and determining gaps and analyze shortages of pool requirements.
  • Responsible for monitoring and promoting career progression and development of crew in pool.
  • Review appraisals and coordinate with training department regarding specific requirements to meet required competency and qualifications.
• Recruitment of Crew
  • Determine recruitment needs for officers and ratings.
  • Instruct Manning Agents for sourcing suitably qualified and experienced seafarer applicants to fill the gaps in the pool, depending on the requirements.
  • Responsible for overseeing the Manning Agents to ensure, screening the crew sourced.
  • Oversees initial screening of applicant's record and documents per entry standard, ensures that Manning Agents carry out background checking of applicants from previous company.
  • Responsible for monitoring Manning Agents to ensure that there is proper follow up of the seafarer applicant, safekeeping of applicant's submitted documents when required, maintaining database of applicants from different sources.
• Emergency Preparedness
  • Rotate as part of the 24/7 emergency and crises response in line with the Epic Gas emergency response procedures.
• Administrative
  • Ensure that monthly reportorial requirements are met.

Qualification & Skills

• Bachelor's Degree/Diploma in relevant discipline.
• Relevant professional work experience in the field of ship management, particularly marine HR and crewing operations.
• Team player
• Good interpersonal and communication skills
• Committed and responsible in meeting deadlines with excellent time management skills.
• Independent, outcome driven, organized, resourceful and strong team orientation.
• Ability to manage cross-functional relationships in a dynamic and fast-paced environment.
• Good command of spoken and written English and Tagalog.
• Proficient in Microsoft Office (Outlook, Excel, PowerPoint, Word), SharePoint

Other Information

BW Epic Kosan offers exciting and rewarding career opportunities to bright and ambitious people, who have the skills and determination to succeed in a career in the maritime industry. Our success is attributed to attracting, developing and retaining among the best people our industry has to offer. We place great emphasis on developing talent and maximizing the opportunities for our staff to progress within the company. This is a unique opportunity to work for one of the most progressive companies in the industry. Interested candidates should submit their covering letter and a detailed curriculum vitae to the Human Resource Department. Website: www.bwek.com