RESPONSIBILITIES
- Assist the Crewing Operations Manager and Crewing team in all activities related to crew planning, deployment, mobilization, and administrative support.
- Ensure compliance with company crewing procedures, STCW requirements, Flag State regulations, crew onboard with valid documents & extension SEA for the contract duration, Compas Matrix compliance, customer requirements, and internal policies.
- Coordinate with Port & travel agents, training departments, vessel management teams, and seafarers to ensure smooth crew deployment and rotation.
- The job description is not designed to cover or contain a comprehensive listing of responsibilities. These may change, or new ones may be assigned, with notice, at any time.
DUTIES
- Responsible for crew planning and mobilization for assigned vessels in accordance with approved crew rotation plans.
- Coordinate crew changes and ensure timely deployment of seafarers to assigned vessels.
- Verify crew qualifications, certifications, medicals within 45 days prior to joining, visas, Bank Account details, flag state documents, and training records prior to joining.
- Create contract in COMPAS at least 4 working day prior departure of the crew & cross check the wages in COMPAS with the printed Wage scale provided
- Generate pre-joining checklist from COMPAS and ensure that all the original documents are carried by the crew to the vessel & insert appropriate remarks under "summary of warning and missing documents" section in the checklist
- We need to provide Uniform, Boiler Suits, Safety Shoes & Other PPEs (as instructed & vessel requirements)
- The vessel needs to be registered on the DGS portal, based on which we can process the DGS e-Migrate requirements for Indian seafarers.
- Once the seafarers join onboard or sign off, their DGS sign-on and sign-off movements must be completed by obtaining the relevant CDC stamp from the respective seafarers.
- Monitor crew compliance with STCW, MLC, Flag State requirements at least 15 days prior to joining date, company procedures, and customer-specific requirements.
- Ensure all crew records, certifications, appraisals, and training documentation are accurately maintained and updated in COMPAS.
- Marine Benefit is applicable only to the top four officers (excluding family members) from their second consecutive contract under OSM Thome. Follow-up is required to ensure the Marine Benefit is activated and updated in COMPAS.
- Coordinate with manning agents to ensure completion of pre-joining requirements, including medical examinations, visas, travel arrangements, and documentation.
- Conduct pre-joining briefings and debriefings for officers and crew as required.
- Maintain strong relationships with seafarers and provide support regarding deployment, career progression, and training requirements.
- Support the development of seafarers' careers by reviewing appraisal reports, performance records, and training needs.
- Coordinate with the Training Department to ensure mandatory and developmental training requirements are completed.
- Monitor vessel manning levels and ensure compliance with approved manning scales and crew qualification matrices.
- Coordinate travel arrangements, crew changes, and embarkation/disembarkation logistics with travel agents and port agents.
- Monitor and follow up on crew certification renewals, training requirements, and document validity.
- Support emergency crew replacement and contingency crew planning when required.
- Ensure implementation of company procedures during emergencies and urgent crew changes.
- Maintain confidentiality and accuracy of all crew-related information and records.
- The job description is not designed to cover or contain a comprehensive listing of duties. These may change, or new ones may be assigned, with notice, at any time.
AUTHORITY
- The Crewing Coordinator / Senior Crewing Coordinator has the authority, as directed by the Crewing Operations Manager, to act in accordance with their responsibilities to ensure the efficient administration of crew planning, deployment, mobilization, and related crewing matters.
REQUIRED QUALIFICATIONS AND EXPERIENCES
- Diploma or bachelor’s degree in Maritime Studies, Shipping, Business Administration, Human Resources, or a related discipline.
- Knowledge of STCW, MLC 2006, Flag State regulations, and maritime crewing practices will be an advantage.
- Proficiency in Microsoft Office applications and crewing management systems (COMPAS preferred).
Crewing Coordinator
- Minimum 1 year of experience in crewing operations, marine HR, or crew planning and deployment.
- Familiarity with crew certification, documentation, training coordination, and crew change processes.
Senior Crewing Coordinator
- Minimum 5 years of experience in crewing operations, marine HR, or crew planning and deployment.
- Proven experience managing crew mobilization, compliance, crew planning, and stakeholder coordination within the maritime industry.
- Ability to mentor junior team members and independently manage assigned vessel pools.
