PLANNING & CREWING COORDINATOR (MANILA OFFICE)

BW Epic Kosan Crewing Inc.; Philippines; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

BW Epic Kosan Crewing Inc. is seeking a skilled professional in crew planning and deployment to support long-term staffing for officers, ratings and cadets. You will liaise with Manning Agents, manage travel and documentation, and ensure accurate crew data in the system.

The role requires marine HR experience, strong communication (English/Tagalog) and proficient MS Office/SharePoint use. Join a dynamic team in the maritime crewing environment.

Qualifications

• Bachelor's Degree or Diploma in a relevant discipline.
• Experience in ship management, marine HR and crewing operations.
• Team player with good interpersonal skills.
• Excellent time management and deadline discipline.
• Independent, organized and outcome driven.
• Ability to manage cross-functional relationships in fast-paced environments.
• Fluent in spoken and written English and Tagalog.
• Proficient in MS Office and SharePoint.

Responsibilities

• Plan long-term crew requirements for officers, ratings and cadets.
• Liaise with Manning Agents on availability and vessel assignments.
• Coordinate crew changes, travel docs, and embark/disembarkation.
• Verify crew documents and manage contracts in the crew system.
• Monitor invoices and reimbursements for crew changes.
• Oversee recruitment via Manning Agents and ensure proper screening.
• Support pool management and career progression for crew.

Skills

Team player

Interpersonal skills

Time management

Independent and organized

Cross-functional relations

English & Tagalog communication

MS Office proficiency

Education

Bachelor's Degree/Diploma in relevant discipline

Tools

MS Office (Outlook, Excel, PowerPoint, Word)

SharePoint

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

• 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.

Information for Recruitment Agencies

Please be informed that BW Epic Kosan operates on a Preferred Supplier List (PSL) and will not be accepting unsolicited applications from non-PSL agencies.

We regret only shortlisted candidates will be notified.