Crew Executive/Crew Officer/ Crewing Executive/Crewing Assistant

WIDESHINE MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

WIDESHINE MANAGEMENT PTE. LTD. is seeking a Crewing Coordinator to support the Crewing Manager in staff administration and voyage readiness for company vessels.

The role spans coordinating crew rotations, ensuring training, certificates, visas, and documents are in order, and liaising with manning agents, masters, and port agencies to optimize crew changes and costs. The position requires 2–3 years in crewing or maritime operations, strong communication and organizational skills, and proficiency

Qualifications

• Diploma or higher in maritime-related field.
• 2–3 years of crewing or maritime operations experience.
• Knowledge of international maritime regulations incl. STCW.
• Strong administrative, organizational, and multitasking abilities.
• Excellent communication and interpersonal skills.
• High attention to detail; able to work independently in a fast-paced environment.
• Proficient in Microsoft Office and digital systems.
• Proactive team player with problem-solving skills.
• English speaking and writing proficiency; Chinese an advantage.

Responsibilities

• Supports the Crewing Manager in the employment administration of seagoing personnel for the respective vessels assigned under his/her care.
• Follow closely on the crew rotation plan for the respective vessels and liaise with manning agencies to ensure training certificates, medical reports, vaccinations, travel documents and visas, sea time records meet requirements and are documented for joining vessels.
• Check and verify qualifications and experience of newly hired ratings; assist to arrange interviews by department heads if required.
• Apply for Certificate of Endorsement from Flag Administration and ensure endorsement is transmitted to the Master and copy provided to vessel.
• Coordinate with manning agencies, Masters and port agencies to plan for suitable port for crew changes and ensure changes are carried out efficiently.
• Liaise with travel and manning agencies to verify visas, air tickets and immigration formalities before embarkation/disembarkation; assist in verifying invoices.
• Assist to coordinate handover time for off-signers and on-signers and plan disembarkation accordingly.
• Keep track of port disbursements and assist in verifying such expenses with port agents.
• Maintain an updated list of current manning per vessel and arrange timely relief with the manning agent.
• Check, verify, reconcile and approve monthly accounts; ensure cash expenses and related items are captured in accounts.
• Arrange and coordinate timely CTM as required.
• Assist with crew insurance coverage and submit claims for injuries/illness.
• Arrange unannounced Drug & Alcohol tests on board; liaise with testers and port agents.
• Monitor onboard training modules and update training records timely.
• Follow up on crew appraisals as needed.
• Verify and approve leave pay, bonuses, allowances, course fees, and HRA as required.
• Highlight issues from vessel accounts to Crewing Manager and other managers for follow-up actions.
• Ensure crew records (medical, training, certificates) are up to date in the database.
• Monthly check crew salary and manning fees; issue payment vouchers.
• Perform any other duties assigned by Crewing Manager.
• Strictly follow company policies; submit weekly and performance reports on time.
• Complete tasks assigned by superiors on time.

Skills

Maritime operations knowledge

Crewing management

Communication skills

Interpersonal skills

Attention to detail

Independent worker

MS Office

Digital systems

Problem solving

English proficiency

Chinese language (advantage)

Education

Diploma or higher in Maritime Studies / Logistics / Business Administration

Tools

Shipmate

Job description

Minimum Qualifications & Skill Required:

• 1.Diploma and above in Maritime Studies,Logistics, Business Administration, or a related field.
• 2.At Least 2-3years of experience in crewing,maritime operations, or a related role.
• 3.Good understanding of international maritimeregulations, including the STCW Convention.
• 4.Strong administrative, organizational, andmultitasking abilities.
• 5.Excellent communication and interpersonal skills with strong relationship-building capability.
• 6.High attention to detail and ability to work independently in a fast-paced environment.
• 7.Proficient in Microsoft Office and comfortable using digital systems and databases.
• 8.Proactive team player with strong problem-solving skills and a professional work ethic.
• 9.Proficient in English both in speaking and writing.
• 10.Proficiency in crewing management software, such as Shipmate, is an added advantage.
• 11.Proficiency in speaking Chinse is an added advantage.

Key responsibility

report to crewing manager and ensure the proper manning and efficient crewing operations of the Company vessels:

• 1. Supports the Crewing Manager in the employment administration of seagoing personnel for the respective vessels assigned under his/her care.
• 2.Follow closely on the crew rotation plan for the respective vessels and to liaise with the manning agencies to ensure that joining crew has all the necessary up to date training certificates, medical reports, vaccinations, travel documents and visas, sea time records to meet matrix requirement, as well as all other related documentations required to join a vessel.
• 3.Check and verify the qualifications and experience of newly hired ratings and to assist to arrange interviews by the respective department heads, if required.
• 4.Apply for the necessary Certificate of Endorsement from Flag Administration and ensure the Endorsement is transmitted to the crew via email to the Master and follow up with the actual copy either by on signing crew or through couriers to the vessel.
• 5.Coordinate and liaise closely with the manning agencies, Masters and port agencies in planning for the most suitable port for crew changes and ensure that the changes are carried out in the most effective and efficient manner.
• 6.Liaise with travel agencies and manning agencies to ensure that all details for travel visas, air-tickets and immigration formalities are duly verified, applied and arranged for before the embarkation and disembarkation of both on-signers and off-signers and to assist in checking and verifying such invoices.
• 7.Assist to liaise with the Master to ensure sufficient handover time for off-signers and on-signers and plan for suitable disembarkation of off-signers.
• 8.Keep track of all port disbursements incurred by local port agents in relation to the crew change and to assist in checking and verifying such port disbursements, when required.
• 9.Maintain an updated list of current manning in respect of each vessel and to arrange for timely relief or transfers in co-ordination with the manning agent, as required.
• 10. Check, verify, reconcile and approve the monthly accounts prepared by the Master, ensure that all cash expenses, slop chest, cash advances, bonded stores, E-chat cards, etc are correctly captured and recorded in the accounts.
• 11. Arrange and coordinate timely CTM as and when required.
• 12. Assist to follow up on crew insurance coverage, prepare claim submissions related to crew injuries and illness.
• 13. To arrange unannounced Drug & Alcohol test on board vessels at suitable ports in accordance with company's D&A Policy and to liaise with port agents and testers to carry out the test successfully.
• 14. Keep track and monitor completion of onboard training modules/assignments by crew on board vessels and ensure that the training records are updated timely.
• 15. Follow up on appraisals of crew members as and when needed.
• 16. Assist to verify and approve seafarers' leave pay, bonus, allowances, course fee, HRA compensation as and when required.
• 17. Highlight any relevant issues of concern from vessels' accounts to Crewing Manager and other Department Managers for follow up actions.
• 18. Ensure that all crew's personnel records, including medical, training and certificates are up to date, and all records and assignment histories are properly captured in a computerized database.
• 19. Monthly check crew salary and crew manning fee, and issue payment vouchers accordingly.
• 20. Any other duties as and when assigned by the Crewing Manager.
• 21. Strictly follow company policies, such as attendance record, leave application, approval policies etc. Submit weekly and performance reports to superiors on time.
• 22. Complete the work tasks assigned by superiors on time.