Crewing Support Assistant

Responsibilities:

• The position is responsible to process the flag state and visa applications of the crew members on a timely manner and upload the crew documents to the Crew Management system according to guidelines. Specific duties (e.g. Crew Management System Updating, Flag state Application and/ or Visa application) will be assigned by the manager according to the operational requirements.
• 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:

Crew Management System Updating

• Ensure all seafarer documents are scanned clearly and visibly.
• Update and maintain document attachments in the Crew Management System according to the Competence Matrix, personal information, and other necessary requirements.
• Provide regular updates to the team regarding the status of seafarer documents.
• Verify that all documents and certificates are accurately uploaded and properly categorized as per the Competence Matrix.
• Ensure timely and accurate uploading of medical certificates in the Crew Management System and coordinate their release to the Crewing Operations team.

Flag State Application

• Consolidate and prepare Flag State requirements based on the approved matrix.
• Monitor Certificate of Registry Applications (CRA) and track the release of Original Books, Endorsements, and GOEs at least 90 days prior to CRA expiration.
• Ensure accurate documentation and timely processing of registry requirements.
• Verify that CRA, Books, Endorsements, and GOEs are correctly uploaded and updated in the Crew Management System.
• Confirm the accuracy of released CRA/Books/Endorsements/GOEs before distribution to crewing personnel.
• Maintain up-to-date knowledge of Flag State guidelines and ensure documentation compliance.
• Review and validate submitted documents and certifications for accuracy and legitimacy.
• Perform other related tasks as assigned by the immediate Supervisor or Manager
• Ensure timely submission of Flag State-related invoices to the Finance Department for processing.
• Coordinate with both the Finance Department and Flag State Authorities regarding payment and billing.

Visa Application

• Manage timely requests and liquidation of visa funds through the Finance Department.
• Oversee the accurate completion of both online and paper visa applications.
• Ensure the timely application and processing of visas for all seafarers, as required.
• Schedule visa appointments when personal appearance is necessary.
• During pre-departure briefings, ensure seafarers are informed of required documents and procedures for visa interviews.
• For visas that do not require personal appearance, ensure documents are delivered to the embassy by an authorized company representative.
• Perform other visa-related duties as assigned by the Immediate Supervisor or Manager.

Required Qualifications & Experiences:

• At least a graduate of any Bachelor’s Degree.
• Knowledgeable about seafarer documents and requirements of Flag State Registries
• Good communication skills, both written and verbal.
• Highly organized with strong interpersonal skills.
• Strong customer focus with the ability to provide after-hours support when needed.
• Able to work under pressure and with minimal supervision.
• Proficient in using office productivity tools.