Crewing Administrator

OVERALL PURPOSE OF ROLE: The Crewing Assistant supports the crewing department in the daily administration and coordination of crew-related activities. This role involves assisting with the scheduling, documentation, and logistics involved in crew changes, as well as ensuring that all crew members have the necessary certifications and travel arrangements. The Crewing Assistant plays a vital role in maintaining accurate records and providing essential support to the Crewing Coordinator and Crewing Manager. KEY DUTIES & RESPONSIBILITIES Administrative duties to support the Crewing Manager and Crewing Co-ordinators. Assist in maintaining and updating Sharepoint, in house databases and files ensuring all information is accurate and up-to-date. Maintaining and processing accurate records and documentation for crew members. Assist in ensuring compliance with maritime regulations and in line with company policies. Support the preparation of reports and other documentation required for audits, inspections, and internal use. Help coordinate the logistics of crew changes, including booking flights, helping prepare relevant documentation for visas applications, and organizing accommodation. Assist in liaising with port agents, travel agencies, and other relevant parties to ensure the smooth execution of crew changes. Provide agencies with timely and clear communication regarding their personnels assignment, travel arrangements, and any required documentation. Ensure all crew members have valid certifications, medical examinations, and travel documents as per international regulations (STCW, MLC) and company policies. Book specialist training courses required for upcoming projects. Ensure GDPR (General Data Protection Regulation) is adhered to regarding crew documentation and personal data. Resolve crew personnel queries and concerns, providing assistance or escalating issues to the Crewing Coordinator or Crewing Manager as necessary. Assist the Crewing Coordinator and Manager with various tasks and projects as needed, contributing to the overall efficiency of the crewing department. Participate in team meetings and contribute to discussions regarding crewing strategies, policies, and improvements. Provide backup support during busy periods or in the absence of other crewing staff. The duties contained in this job description are not exhaustive and the job holder may be asked by management to undertake reasonable duties associated with this function QUALIFICATIONS & EXPERIENCE Minimum Qualifications: GCSE in Mathematics and English Language Minimum Experience: Minimum of 1 year of administrative experience, preferably in the maritime or logistics industry. Basic knowledge of international maritime regulations (STCW, MLC) is an advantage. Proficiency in MS Office (Word, Excel, Outlook) and experience with database management. Good communication and interpersonal skills, with the ability to work as part of a team