Crewing Assistant

POSITION SUMMARY:

We are looking for a highly organized and detail-oriented Crewing Assistant to join our dynamic ship management team. This role offers a unique opportunity to specialize in crew payroll management for our fleet (250 crew members), and plays a crucial role in ensuring our sea crew receive accurate and timely salary. Also, you will ensure the smooth operation of our vessels by providing comprehensive administrative and logistical support to our crew members.

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:

• Manage crew sign-on/sign-off procedures in strict adherence to the latest Maritime and Port Authority of Singapore (MPA) requirements.

• Prepare and submit necessary documentation for crews back from home leave.

• Coordinate with relevant authorities, agents, and internal departments to ensure seamless crew changes.
  

Crew Onboarding and Documentation:

• Liaise with new crew members to arrange their entry, travel, accommodation, medical check up and MOM WP registration.

• Consolidate and verify personal details, documentation, and certifications, including online authentication of certificates.

• Issue Personal Protective Equipment (PPE) to new and existing crew members, maintaining accurate stock records.

• Applying Flag state documents for crew
  

Recruitment and Interview Coordination:

• Assist in the recruitment process by arranging interviews for ratings candidates.

• Coordinate with the Marine & Technical Managers to schedule officer / engineer interviews and ensure a smooth candidate experience.
  

Crew Welfare and Travel:

• Arrange transportation (sea/land) for crew members as required.

• Assist in monitoring crew personal documentation to ensure compliance with Flag State, Maritime Labour Convention (MLC), and MPA requirements.

• Report any crew issues or concerns to the supervisor promptly.

• Assist in travel arrangements for crew mobilization and demobilization, including booking air/ferry/land tickets, visa applications, and hotel accommodations.
  

Administrative Support:

• Perform essential administrative tasks such as filing, scanning, generating letters, recording crew details, and maintaining up-to-date records.

• Remind Technical/Marine Superintendents to deliver crew mail onboard vessels.

• Monitor crew members completing their 6-month probation period and report findings to the supervisor.

• Update ICA for crew details (New Passport No. / FIN no. expiry date)
  

Additional Duties:

• Undertake any ad-hoc duties, projects, and activities as assigned by the supervisor.

• Ship visits for observation of crew work environment, performance, welfare and collect feedbacks on any crew personal issue
  

Qualifications:

• Diploma in Logistics, Supply Chain Management, Maritime Studies, or a related field.

• 2+ years of experience in shipping operations or a similar role. Fresh graduates are welcome to apply.

• Strong understanding of crew management processes and relevant regulations (MPA, Flag State, MLC).

• Excellent organizational and time management skills with the ability to prioritize tasks effectively.

• 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 payroll or any ad-hoc / projects.

• Must be proactive, willing to learn and ask questions if in doubt.

• Must be contactable on weekend / after office hour for urgent matters.