Designation: HR Generalist
Department: Human Resources
Location: Mumbai, Maharashtra
Employment Type: Full-time
Reporting To: HR Manager / Head – Human Resources
Industry: Shipping & Logistics
About the Role
We are looking for a proactive, organized and detail-oriented HR Generalist to join our Human Resources team.
The HR Generalist will be responsible for managing and coordinating a broad range of HR activities covering seafarers, vessel crew, drivers, operational employees and office staff.
The role will involve recruitment, onboarding, employee documentation, seafarer/crew HR management, attendance and leave, HRMS, employee lifecycle management, medical and insurance coordination, HR compliance, employee queries, training and employee engagement.
The ideal candidate should have strong coordination and communication skills, excellent documentation abilities and the ability to work in a fast-paced shipping and logistics environment.
Key Responsibilities
1. Seafarer & Crew HR
- Coordinate recruitment and onboarding of seafarers and vessel crew as per operational requirements.
- Verify and maintain seafarer documents including CDC, Passport, INDOS, STCW Certificates, Medical Certificates and other applicable documents.
- Maintain crew-wise documentation and certificate validity trackers.
- Follow up for timely renewal of expiring documents and certificates.
- Coordinate crew joining, sign-on, sign-off and crew movement documentation.
- Maintain vessel-wise crew records and crew rotation schedules.
- Coordinate with the Operations Team for crew deployment and rotation.
- Maintain crew contracts, extensions and related employment documentation.
- Coordinate medical examinations and fitness requirements for crew.
- Address routine crew HR queries and support crew welfare activities.
- Ensure required documentation is completed before crew deployment.
The seafarer profile specifically requires maintaining crew documentation, tracking validity, coordinating sign-on/sign-off and managing crew movement, attendance, leave, contracts and compliance.
2. Recruitment & Onboarding
- Coordinate recruitment for seafarers, crew, drivers, operational and office positions.
- Post job vacancies through appropriate recruitment channels.
- Screen applications and shortlist suitable candidates.
- Coordinate interviews with department heads and management.
- Maintain recruitment trackers and candidate status.
- Coordinate pre-employment documentation and verification.
- Conduct/coordinate joining and onboarding formalities.
- Ensure employee documentation is complete at the time of joining.
- Coordinate with department heads regarding manpower requirements.
3. Employee Documentation & HR Records
- Maintain accurate and updated employee records for all employees, crew and operational staff.
- Maintain physical and digital personnel files.
- Ensure employee documentation is complete and audit-ready.
- Maintain confidential employee and salary-related information.
- Ensure timely updating of employee records following changes in employment status or personal information.
- Maintain appropriate statutory, medical, certification and employment-related records.
4. Attendance, Leave Coordination
- Monitor daily attendance and leave records.
- Coordinate attendance corrections with reporting managers and supervisors.
- Maintain crew rotation and attendance records.
- Track overtime and other applicable attendance-related inputs.
- Coordinate inputs relating to attendance, leave, overtime, allowances, incentives, deductions, trip-based earnings, new joiners and exits.
5. HRMS / HROne Management
- Maintain accurate employee information in HROne/HRMS.
- Update new joiner details and employee master data.
- Upload and maintain employee documents.
- Update attendance, leave and employee lifecycle information.
- Process employee transfers, confirmations and exits in the HRMS.
- Ensure consistency between HRMS records and physical/digital files.
- Prepare HR reports and trackers as required.
6. Medical & Insurance Coordination
- Coordinate pre-employment and periodic medical examinations.
- Track medical validity and renewal requirements.
- Coordinate employee enrolment and changes under applicable insurance/Mediclaim schemes.
- Assist employees with insurance documentation and ID cards.
- Coordinate with insurance providers/brokers for employee additions, deletions and changes.
- Assist employees with claim-related documentation and coordination.
7. Employee Lifecycle Management
- Coordinate joining and onboarding formalities.
- Maintain probation and confirmation trackers.
- Coordinate probation reviews with reporting managers.
- Coordinate confirmation, extension and contract renewal documentation.
- Maintain employee employment records.
- Coordinate employee transfers and other employment changes.
- Coordinate exit formalities and clearance.
- Provide final settlement inputs to Accounts/Payroll.
- Ensure HRMS and employee records are updated upon exit.
8. Employee Relations & HR Support
- Act as the point of contact for routine employee HR queries.
- Handle queries relating to leave, attendance, insurance, HR policies and documentation.
- Coordinate employee grievances and escalate sensitive matters to the HR Manager.
- Support employee welfare initiatives.
- Maintain confidentiality while handling employee-related matters.
- Build effective coordination with employees, crew, drivers, operational teams and management.
9. Training & Employee Engagement
- Assist in organizing employee training programs.
- Coordinate safety inductions, POSH awareness sessions, functional training and soft-skills programs.
- Maintain training attendance and feedback records.
- Track completion of mandatory training.
- Support employee engagement and welfare activities.
The source HR profile specifically includes coordination of safety, POSH, functional and soft-skills training along with training records and employee engagement activities.
10. HR Compliance & Reporting
- Support compliance with applicable labour laws, company HR policies and relevant maritime requirements.
- Maintain HR compliance documentation.
- Support internal and external audits/inspections.
- Ensure employee and crew files are audit-ready.
- Prepare HR MIS and reports as required.
- Maintain trackers for recruitment, manpower, documentation, medicals, crew movement, attendance, training and other HR activities.
- Ensure timely submission of HR reports to management.
Candidate Profile
Education
- Bachelor's degree in Human Resources, Business Administration, Commerce, Management or a related field.
- MBA/PG Diploma in Human Resources will be an added advantage.
Experience
- 2–5 years of experience in HR Operations / Generalist HR.
- Experience in Shipping, Maritime, Logistics, Transport, Offshore or Crew Management will be preferred.
- Experience in seafarer/crew HR operations will be an added advantage.
The original seafarer profile specifies 2–5 years of HR experience and prefers shipping, maritime, logistics, offshore or crew-management experience, while the general HR profile specifies 1–3 years in HR operations.
Required Skills
- Good understanding of HR Generalist functions and employee lifecycle.
- Knowledge of seafarer/crew documentation and maritime HR coordination.
- Strong documentation and record-management skills.
- Working knowledge of HROne/HRMS.
- Proficiency in MS Excel, Word and Outlook.
- Strong communication and interpersonal skills.
- Excellent coordination and follow-up skills.
- Good problem-solving and organizational abilities.
- High attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Ability to maintain confidentiality.
- Ability to work effectively with employees, crew, drivers, Operations and Management.
Key Competencies
- Ownership & Accountability
- Attention to Detail
- Communication Skills
- Coordination & Follow-up
- Time Management
- Problem Solving
- Teamwork
- Confidentiality & Integrity
- Responsiveness
- Adaptability
- Employee Orientation
What We Are Looking For
We are looking for someone who can independently manage day-to-day HR operations, take ownership of assigned responsibilities and ensure timely follow-up and closure.
The candidate should be comfortable working in a dynamic shipping and logistics environment, where HR requirements may arise based on vessel schedules, crew changes and operational requirements.
Work Environment
- Office-based role in Mumbai.
- Regular coordination with vessel crew, Operations, terminals, drivers and office employees.
- Fast-paced working environment supporting shipping and logistics operations.
- Flexibility in working hours may be required depending on vessel schedules and operational requirements.
- Occasional travel to ports, terminals or vessels may be required.
Why Join Us?
- Opportunity to work across Generalist HR and Maritime HR operations.
- Exposure to end-to-end employee lifecycle management.
- Opportunity to work closely with vessel and operational teams.
- Exposure to the shipping and logistics industry.
- Opportunity for professional growth and career development.
Pay: From ₹25,000.00 per month
Benefits:
- Health insurance
- Paid time off
- Provident Fund
Application Question(s):
- How many years of HR Generalist experience do you have?
- Do you have hands-on experience in end-to-end recruitment?
- Do you have experience in Shipping/Maritime/Logistics/Transport?
- Which HRMS/HR software have you worked on?
- What is your current CTC, expected CTC and notice period?
Education:
Location:
- Mumbai, Maharashtra (Required)
Work Location: In person
