TJob Title: Crew Assistant – Fleet Personnel Department

Department: Fleet Personnel

Reports To: Crewing Manager

Industry: Ship Owning

Location: Mumbai

Job Purpose

To provide administrative and operational support to the Fleet Personnel/Crewing Department in the efficient planning, documentation, mobilization, and maintenance of crew for the company’s vessels, while ensuring compliance with company procedures and applicable maritime requirements.

Key Responsibilities

- Assist the Fleet Personnel team in the planning and scheduling of crew changes, joining, and repatriation.
- Maintain and update crew records, databases, personnel files, and vessel-wise crew lists.
- Coordinate with vessels, crew members, manning agents, and other departments regarding crew-related matters.
- Check the validity and availability of passports, CDCs, visas, medical certificates, STCW certificates, training certificates, and other required documents.
- Assist in arranging crew travel, flights, hotels, transportation, and other joining formalities.
- Prepare and circulate crew joining instructions, travel details, and relevant documentation.
- Follow up with crew members for expiring certificates, medicals, visas, and other documents.
- Assist with the preparation and maintenance of crew contracts, allotment details, leave records, and other personnel documentation.
- Support the Fleet Personnel Manager in maintaining crew matrices and vessel manning requirements.
- Check crew-related invoices against the relevant Purchase Orders (POs) and supporting documents for accuracy, completeness, and proper allocation.
- Process and record verified invoices and POs in MariApps, ensuring that the relevant vessel, cost code, and other required details are correctly entered.
- Coordinate with Accounts/Finance, procurement,



manning agents, and other service providers regarding invoice and PO discrepancies or pending approvals.
- Follow up on pending invoices, POs, approvals, and payment-related queries to ensure timely processing.
- Assist with crew-related payroll/accounts information when required.
- Maintain records of crew performance appraisals, promotions, training, and other personnel matters.
- Assist with crew welfare and respond to routine queries from crew members.
- Ensure proper filing and confidentiality of crew personal and employment information.
- Assist during internal/external audits and inspections by providing required crew documentation and records.
- Monitor pending crew-related actions and follow up with concerned parties until closure.
- Perform other duties assigned by the Fleet Personnel/Crewing Manager.

Required Qualifications

- Graduate degree or equivalent qualification.
- Diploma/degree in Shipping, Maritime Studies, Logistics, Business Administration, or a related field is advantageous.
- Prior experience in a shipping company, ship management company, crewing/manning agency, or maritime HR department is preferred.
- Familiarity with maritime crew documentation and STCW requirements is an advantage.
- Experience with MariApps or other ship-management/ERP systems is an advantage.

Required Skills

- Good knowledge of MS Office, particularly Excel and Outlook.




- Familiarity with MariApps and basic ERP processes.
- Solid organizational and documentation skills.
- Good written and verbal communication skills.
- Ability to coordinate with multiple stakeholders and work under time pressure.
- Strong attention to detail when checking crew documents, invoices, and POs.
- Good follow-up and problem-solving skills.
- Ability to maintain confidentiality of crew and financial information.

Key Performance Areas (KPIs)

- Timely completion of crew joining and repatriation documentation.
- Accuracy and completeness of crew records.
- Timely follow-up of expiring certificates and documents.
- Effective coordination of crew travel and mobilization.
- Accurate checking and timely processing of invoices and POs in MariApps.
- Timely identification and resolution of invoice/PO discrepancies.
- Compliance with company crewing and financial procedures.
- Timely response to vessel, crew, and internal department queries.
- Proper maintenance and confidentiality of personnel and financial records.

Working Relationships

Internal: Fleet Personnel Manager, Marine Operations, Technical Department, Accounts/Finance, Procurement, QHSE, HR, and Vessel Management Teams.

External: Seafarers, Manning Agents, Travel Agents, Training Centres, Medical Centres, Port/Immigration authorities, and other service providers.

Experience

0–2 years for an entry-level Crew Assistant;
experience in a shipping/crewing environment and knowledge of MariApps, invoice processing, and PO handling is preferred.

Personal Attributes

- Responsible and dependable
- Detail-oriented
- Proactive and organized
- Good team player
- Able to work with urgent and changing requirements
- Professional and service-oriented attitude

📌 Crew Assistant – Fleet Personnel Department (India)
🏢 Safesea Group
📍 India