Senior Executive - Crew Coordinator

Purpose of the job

To ensure efficient and timely planning and execution of crew changes of both officers & ratings for assigned vessels by coordinating with internal and external stakeholders, managing seafarer documentation, travel, visa and compliance requirements, maintaining accurate crew records, and providing seamless operational support to vessels while ensuring compliance with company policies and regulatory requirements.

Role & responsibilities

1. Plan and coordinate crew changes for all assigned vessels, ensuring optimal clubbing of crew changes with a target of one crew change per vessel per month.

2. Monitor vessel schedules and maintain regular liaison with vessels to ensure timely and efficient crew planning.

3. Coordinate with Planners to ensure all vacant ranks are planned and mobilized within the required timelines.

4. Communicate joining schedules for planned seafarers promptly upon confirmation and ensure timely initiation and processing of visa applications.

5. Liaise with port agents to obtain crew change quotations, coordinate logistics, and ensure compliance with local crew change procedures.

6. Ensure Sign-On and Sign-Off details are updated in the crew management system (Ahoy) within three days of joining or signing off, in coordination with the DG team.

7. Respond to vessel emails and operational queries within 24 working hours, ensuring effective and timely communication.

8. Handle and resolve crew-related claims and queries in coordination with the relevant stakeholders.

9. Coordinate travel arrangements for officers and ratings joining vessels along with Assistant Crew Coordinator (ACC).

10. Apply and obtain MCV for all joining seafarers within the required timelines.

Ensure that performance appraisals for all onboard crew, excluding the Master and Chief Engineer, are completed and recorded within the prescribed timelines.

Preferred candidate profile

3 to 5 years of experience in shipping industry with atleast 1 year as a crew coordinator