Crewing Assistant

PEARL MARINE LOGISTICS PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A maritime logistics company based in Singapore is seeking a Crewing Assistant. In this role, you will manage crew payroll, oversee sign-on procedures, and coordinate travel arrangements for crew members. The ideal candidate will have a diploma in a related field and at least 2 years experience in shipping operations. This position requires strong communication skills and meticulous attention to detail.

Qualifications

• Strong understanding of crew management processes and relevant regulations.
• Minimum of 2 years experience in shipping operations or similar role.
• Fresh graduates are encouraged to apply.

Responsibilities

• Manage payroll for seafarers, ensuring accuracy and timely payments.
• Oversee crew sign-on and sign-off procedures.
• Coordinate travel arrangements for crew members.

Skills

Strong communication skills

Attention to detail

Proficiency in Microsoft Office

Team collaboration

Stress management

Education

Diploma in Logistics, Supply Chain Management, or Maritime Studies

Tools

Crew management systems

Job description

POSITION SUMMARY:

We are looking for a highly organized and detail-oriented Crewing Assistant to join our dynamic ship management team. In this vital role, you will ensure the smooth operation of our vessels by providing comprehensive administrative and logistical support and plays a crucial role in ensuring our sea crew receive accurate and timely salary.

KEY RESPONSIBILITIES:

Crew Payroll Management:

• Process monthly payroll for seafarers, ensuring accuracy and timely payments.
• Maintain accurate records of crew salaries, benefits, and deductions.
• Handle tax calculations (IR8A & IR21) and other contributions (if any) according to relevant regulations.
• Prepare payroll reports and reconciliations.
• Address crew inquiries regarding payroll matters.
• Check daily attendance for the payroll process.

Crew Changes and Shore Visits:

• Oversee crew sign-on and sign-off procedures in compliance with the latest Maritime and Port Authority of Singapore (MPA) regulations and including UAE managed vessels.
• Prepare and submit necessary documentation for crew returning from home leave.
• Coordinate with relevant authorities, agents, and internal teams to facilitate seamless crew changes.

Crew Onboarding and Documentation:

• Work with new crew members to arrange their travel,accommodation, medical check-ups, and MOM Work Permit registrations.
• Verify and consolidate personal details, documentation, and certifications, ensuring online authentication where required.
• Distribute Personal Protective Equipment (PPE) to new and existing crew members, maintaining accurate inventory records.
• Apply for Flag State documents for crew members, including UAE managed vessels.

Recruitment and Interview Coordination:

• Assist in the recruitment process by organizing interviews for ratings candidates.
• Collaborate with Marine and Technical Managers to schedule interviews for officers and engineers, ensuring a smooth candidate experience.

Administrative Support:

• Perform essential administrative tasks, including filing, scanning, generating correspondence, and maintaining up-to-date crew records, including UAE managed vessels.
• Remind Technical/Marine Superintendents to deliver crew mail to vessels.
• Monitor crew members' completion of their 6-month probationary period and report findings to the supervisor.
• Update the Immigration and Checkpoints Authority (ICA) with crew details, including new passport numbers and FIN expirydates.

Crew Welfare and Travel:

• Arrange transportation (sea and land) for crew members as needed.
• Assist in monitoring crew personal documentation to ensure compliance with Flag State regulations, the Maritime - Labour Convention (MLC), and MPA requirements.
• Promptly report any crew issues or concerns to the supervisor.
• Facilitate travel arrangements for crew mobilization and demobilization, including booking air, ferry, and land tickets, visa applications, and hotel accommodations.

Additional Duties:

• Undertake ad-hoc tasks, projects, and activities as assigned by the supervisor.
• Conduct ship visits to observe crew work environments, performance, and welfare, and gather feedback on any crew-related issues.

QUALIFICATIONS:

• Diploma in Logistics, Supply Chain Management, Maritime Studies, or a related field.
• Strong understanding of crew management processes and relevant regulations (MPA, Flag State, MLC).
• Minimum of 2 years of experience in shipping operations or a similar role; fresh graduates are encouraged to apply.
• Proficient in Microsoft Office Suite and crew management systems.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Meticulous attention to detail and accuracy.
• Able to take stress and meet deadline for any ad-hoc / projects / close payroll timely.
• Must be proactive, willing to learn and ask questions if in doubt.
• Must be contactable on weekend / after office hour for urgent matters.