Crew Operator
The position is mainly established for the purpose of supporting the Crew Team. In general, the Crew Operator handles all matters related to the crew staff as well as the effective and efficient management of all crew related functions within the company. The main responsibility is to ensure that the Group fleet is manned with adequate qualified, skilled, certificated and medically fit seafarers in accordance with national and international requirements, as well as the high standards the Group set up. The position is responsible for supporting all crewing activities including seafarers employment, staffing, compensation, training and development.
Main Responsibilities
Staffing:
- Responsible for a dedicated number of vessels and ensure that the vessels are always manned with qualified crew;
- Liaise with the Crew Manager to assist on planning requirement/ crewing needs for forthcoming projects;
- Coordinate with Crew Manager to prepare and post job ads (newspaper, online, social media etc.) for various ship-board positions as and if required;
- Assist on controlling briefing, interviewing, screening and hiring for all seagoing personnel;
- Maintain and update an availability list of all seafarers from the direct CV’s received on a regular basis;
- Periodically monitor and review the candidate’s database for any suitability;
- Maintain resume database and collect preliminary data (passports, certificates, medicals etc.) for the screening and assessment of applications;
- Advising applicants of the eligibility;
- Ensure interviews are conducted in a timely manner and all documentation/ references/ certificates relating to the sea staff/ crew are filled in accordance with the Group’s QHSE procedures as documented in the SMS manual;
Seafeater’s Employment:
- Implement manning decisions made by the Crew Manager and Top Management;
- Responsible for managing all aspects of seagoing personnel administration;
- Ensure that all crew members are in possession of the valid and required qualifications, certificates, visas and documentation as per flag state, STCW and company statutory requirements, regulations and procedures regarding safe manning and project/Charter needs;
- Maintain and update pertinent crew member documentation including but not limited to passports, visas, seaman’s books, signed contracts, contract renewals, contract termination;
- Maintain crew database and provide notification to all parties (vessel, seafarer, other departments) for confirmed forthcoming crew changes;
- Communicate with authorities and relevant personnel onboard and ashore regarding crew related matters;
- Responsible for the Crew ‘Sign-ON/OFF’ process in all ports;
- Liaise with agent for crew sign – ON/OFF;
- Ensure all sign-OFF procedures have been completed prior to actual crew signing-OFF including but not limited to:
- Reminder to seafarer on renewal of certificates that are about to expire (e.g. passport, Seaman’s Book, C.O.C etc)
- Sign-OFF appraisal;
- Travel arrangements;
- Issuing verification of employment letter
- Responsible for cost effective travel arrangements for signing-ON/OFF crew staff including:
- Ordering and distribution of airline tickets;
- Issuing of company letters accompanying air tickets;
- Arranging transfers;
- Visa applications
- Ensure all Crew signing on receive the pertinent information including to Group’s policies and procedures;
- Update the System regarding all joining and disembarking Crew members;
- Prepare Contract of Employment for every sign-ON seafarer;
Planning:
- Assist on placement of existing employees into positions that match their qualifications, experience and work history;
- Assist with the development of career progression plans and program for internal succession planning;
- Monitor seafarers on vacation, check next possible date of availability and schedule deployment, anticipating future Group’s needs for recruitment and informing the Crew Manager on any employment or planning problems;
- Assist on monitoring and managing number of red days incurred each month by ensuring that a forecast of crew changes is planned and vacancies are closed well in advance;
- Assist on monitoring and managing crew overlap days to ensure minimum turnover for each crew change;
Payroll:
- Provide all required crew details and salary variables (e.g. overtimes) to payroll department;
- Monitor the onboard payroll system and ensure all relevant crew members are included in payroll;
- Monitor the Cash to Master cash flow and balances monthly;
- Forecast funds required for sign-ON/OFF crew and cash payouts and advises the Accounting Department in advance;
- Assist on cash payouts for crew members according to company schedule, including emergency payouts when needed;
- Provide day to day liaison and support to crew, including payroll queries and personnel related issues;
- Reimbursement of travel related expenses if any;
Performance Appraisal:
- Review crew performance reports and file copies;
- Pool unsuitable seagoing personnel and keep full records;
- Prepare correspondence and provide feedback as necessary
General:
- Assist on all crew issues;
- Perform data-entry, recording, printing and filing duties;
- Maintain a proper and user friendly filing and document control system for recording and tracking of all documents;
- Assist in any ad-hoc duties, projects and activities as and when required;
- Continuously review the operation and make recommendations on how to enhance the product;
- Contribute and write procedures and policy documents;
- Ensure Crew member issues are resolved in a timely manner;
- Facilitate an environment in which the Crew members are comfortable utilizing the open-door policy;
- Develop a positive working relationship with all shipboard and ashore departments to facilitate a team-oriented atmosphere;
- Continue own education by staying abreast of trends and sharing information with the team;
Requirements
- Advance training in Maritime Studies or similar field of expertise, such as one would receive at a university, college, academy etc. or even by multiple years of on the job training;
- Min 5 years as crew operator;
- Calm in difficult situations;
- Flexibility in work habits and work schedule;
- Knowledge of SAP will be a plus;
- Excellent knowledge of English
Benefits
- Private Health Insurance
- Company Bus from central spots
- Fast-paced environment
- Specialization in a niche market
- Competitive compensation
- Continuous development opportunities
This job description is intended to convey information essential to understand the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties and responsibilities or working conditions associated with the position. All the above are illustrative duties and the post holder will be expected to become involved in a range of work to enable the team to respond effectively to the requirements of the Company.
We are an equal opportunities employer. We are determined that no job applicant or employee receives less favorable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race, or disability. All information will remain confidential to the Company and will be handled in accordance with the requirements of the Personal Data Protection legislation.