Crewing Administrator/Coordinator

**JOB DESCRIPTION** **Division/Department: Crewing** **Reporting to: Operations Manager** **Job Title: Crewing Coordinator** **SUMMARY** The Crewing Coordinator is responsible for supporting the daily coordination of crewing operations, ensuring efficient crew scheduling, documentation control, and smooth execution of crew changes for assigned vessels. The role acts as a key support function to the Operations Manager in maintaining accurate crew records, assisting with logistics coordination, and ensuring compliance with company procedures and maritime regulatory requirements. **PRIMARY RESPONSIBILITIES** The Crewing Coordinator reports to the Operations Manager and is responsible for: * Coordinating daily crewing activities for assigned vessels, ensuring crew movements are properly planned and executed * Assisting in arranging crew changes, including sign\-on/sign\-off schedules and coordination with agents * Supporting recruitment coordination, including scheduling interviews and follow\-up with candidates * Coordinating crew travel arrangements such as flight bookings, visa applications, and related documentation * Maintaining and updating crew records, personnel files, and certification expiry tracking * Assisting in checking crew documents including certificates, training records, and medical validity * Supporting verification of document authenticity with relevant authorities when required * Updating crew lists, rotation schedules, and crew matrix as instructed * Assisting in crew appraisal tracking and filing of performance records * Supporting immigration declarations, port clearance documentation, and crew movement records * Assisting in preparation and processing of crew sign\-on and sign\-off documentation * Supporting payroll\-related coordination including crew claims, allowances, and basic payroll inputs * Assisting in invoice tracking and coordination with agents and vendors * Coordinating with manning agencies and external service providers for crew movements * Supporting issuance and tracking of PPE and basic stock coordination * Maintaining effective communication with crew and internal departments when required * Ensuring compliance with company policies and safety procedures in all crewing activities * Performing any additional administrative or operational duties assigned by the Operations Manager **ADDITIONAL RESPONSIBILITIES** * Support continuous improvement of crewing coordination processes * Assist in ensuring timely execution of crew changes and documentation flow * Provide administrative support to crewing operations team * Act as support during absence of crewing officers or senior staff **KNOWLEDGE AND SKILL REQUIREMENTS** * Good command of English (spoken and written); Arabic is an advantage * Proficiency in MS Office (Word, Excel, Outlook) * Basic understanding of crewing operations and maritime terminology * Strong organizational and coordination skills * Attention to detail and ability to follow procedures accurately * Good communication and teamwork abilities * Ability to work under pressure and manage multiple tasks * 1–2 years’ experience in administrative or crewing support role preferred **WORKING CONDITIONS** * Office\-based role **Reliever during leave:** * Crewing Officer * Senior Crewing Officer Pay: AED3,500\.00 \- AED4,000\.00 per month Work Location: In person