Crewing & Dispatch Coordinator

Curtin Marine Transportation; Long Beach (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Short-term Disability

401k (with company match)

FSA

Job summary

Curtin Maritime in Long Beach, CA is seeking a Crewing and Dispatch Coordinator to manage crew schedules, verify certifications, and coordinate travel for the fleet. You will support the marine personnel team with onboarding, scheduling, and communications across operations.

The role emphasizes strong communication, organization, and the ability to streamline processes within a fast-paced maritime environment. On-site work in California with comprehensive benefits is offered.

Qualifications

• Bachelor’s degree or the equivalent years of related experience.
• TWIC certification or ability to acquire TWIC.
• Valid Driver’s License if required for work.
• Maritime Academy graduate preferred.

Responsibilities

• Maintain and update crew schedules and lists.
• Participate in meetings to contribute to future schedules.
• Ensure schedule software is current and updated daily.
• Coordinate travel arrangements for crew and management.
• Oversee onboarding and orientation for new hires.
• Manage administrative tasks and expense reporting.
• Support crew communications with Captains and operations.
• Provide after-hours support as needed.

Skills

Communication skills

Attention to detail

Organizational skills

Multitasking

Excel

Education

Bachelor's degree

Tools

Excel

Job description

Crewing and Dispatch Coordinator

Efficiency. Innovation. Integrity. These are our 3 Pillars. At Curtin Maritime, these core values are the framework for safe performance and operational excellence; proof of these pillars is evident in our people and our fleet. For 25 years, Curtin Maritime has been an industry leader in quality maritime solutions. We are a dynamic Marine Construction and Marine Transportation company experiencing rapid growth. Our team provides customers with a complete suite of maritime solutions, allowing us the incredible opportunity to work on unique projects in some of the most amazing places on earth.

THIS ROLE:

The Crewing and Dispatch Coordinator is a crucial member of the Marine Personnel Team, responsible for coordinating crew schedules and strategies to manage crewing efficiently and effectively across all of Curtin’s fleet of assets. In addition to being responsible for building and maintaining long term schedules, the Crewing and Dispatch Coordinator will work as part of a team to identify needs and define strategies for crew continuity and other high standards and expectations of crew requirements. The Crewing and Dispatch Coordinator will be responsible for providing direct support and communication to the Crew, as well as tracking days worked, time-off requests, and applicable certifications to ensure smooth and direct communication with all parties involved. To achieve this, the Crewing and Dispatch Coordinator must have experience evaluating processes and identifying deficiencies, as well as making improvements to streamline operations. Strong communication and organizational skills, as well as excellent follow-through are essential for success in this role.

WHAT YOU’LL DO:

Schedule

• Responsible for updating and maintaining the crew schedule, lists, and tracking.
• Actively participate in meetings and discussions, use knowledge of current and upcoming crew/positions to contribute to future schedules.
• Ensure schedule software is kept current. Update daily, as this can change last minute on a regular basis.
• Assist in short and long-term strategies to meet crew scheduling objectives.

Dispatch

• The Dispatcher records and organizes accurate asset movements and the associated billing information.
• Records vessel movement information such as arrival/departure time, fuel burn, crew lists, etc.
• Assists Operations as necessary in furthering the performance of their duties.
• Accurately records billing information received from the assets.
• Troubleshoot and solve problems that arise.
• Communicate clearly and effectively with Captains, management, co-workers, vendors, agents, and customers.
• Exchanges updated information with applicable parties regularly and in a timely manner.
• Any other duties as deemed necessary by management.
• Maintain software after hours for jobs that arise.

Crew Tracking

• Establish available pool of employees via confirming crewing qualifications, processing time-off requests, communicating scheduling conflicts, etc.
• Ensure proper utilization of personnel. Track days worked/days off to make sure work is distributed appropriately.
• Oversee and assist the Marine personnel manager to ensure all active crewmembers have updated and applicable certificates and endorsements.
• Understand the proper manning requirements for each vessel and job. Including but not limited to:
• Vessel Certificate of Inspection Manning requirements:
• Crane Operator Licenses
• STCW sailing requirements
• Able-bodied vs. Ordinary Seaman
• Captain, Mate, and Engineer endorsements

Travel

• Responsible for arranging all aspects of travel for Curtin Maritime Management and Crew.
• Including but not limited to booking flights, lodging, vehicles, etc.
• Communicating with employees and crew the details of travel arrangements and ensuring complete understanding of the logistics.
• Establish vendor relationships for corporate travel, including hotels, rental vehicles, etc.
• Conduct cost-analysis of travel related expenses and develop innovative solutions to contribute to the efficiency of Scheduling, Marine Transportation, and entirety of Curtin Maritime.
• Oversee Uber account – monitor and approve rides, distribute Uber account invites and remove members from account when applicable.

Orientation

• Oversee onboarding and orientation for incoming employees.
• Participate in the onboarding process to ensure that all Marine Transportation Personnel are welcomed in a fashion reflective of Curtin Maritimes Culture.
• Utilize tools such as our internal HR software, Excel, email updates, etc. to forecast incoming new hires and communicate with them and the Marine Transportation department to:
• Let them know what to expect from Scheduling and M.T. Department
• Open the discussion of where and when they will start and what job they may be assigned
• Attend and participate in Orientation for all incoming employees
• Utilize and distribute applicable Standard Operating Procedures
• Anticipate and answer any questions regarding travel, schedule, and any necessary documentation.

Administration

• Utilize company credit card in compliance with Standard Operating Procedures
• Submit receipts to Accounting Department in a timely manner.
• Understand and enforce the Travel Standard Operating Procedure. Communicate with the Accounting Department any rental car, hotel, airline, and other applicable invoices and receipts.

Support

• Act as primary (non-emergency) point of contact for all active crew members.
• Support the marine personnel department with administration requests as needed.
• Work with the Marine Transportation team to support department goals as needed.
• Available after hours.

WHO YOU ARE:

Certifications and Other Requirements:

• Ability to acquire and maintain a TWIC.
• Must possess a valid Driver’s License if required to drive for work.
• Bachelor’s degree or the equivalent years of related experience

- Maritime Academy graduate preferred

Mental Aptitudes

• Exceptional Attention to detail
• Self-starter and takes initiative
• Strong communication and organizational skills
• Ability to juggle multiple daily tasks and deadlines in a fast-paced working environment.
• Ability to evaluate processes and identify deficiencies.
• Must be capable of making improvements to streamline operations.

Physical Aptitudes

• Practice safe work habits and wear protective safety equipment. The work environment includes the frequent use of stairs.
• Ability to work in an office environment and follow HS&E safety protocols when walking through a maritime construction area.
• This role routinely uses standard office equipment such as computers, office phones, smart phones, photocopiers, filing cabinets and fax machines.

WHAT WE OFFER:

• Competitive Compensation
• Generous benefits package including:
• Medical
• Dentall
• Vision
• Short-term Disability
• AD&D/Life Insurance
• 401k (with company match)
• Additional option to elect incremental Life Insurance for employee and dependents, and choice to elect Health and/or Dependent Flexible Spending Account.

Curtin Maritimeis an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.