Marine Personnel Administrator

Location Mumbai
Discipline: Maritime
Contact name: Sunil Nahak

Contact email: sunil@caliber8.sg
Job ref: 2525

Major Responsibilities

  • Ensure accurate and up-to-date record keeping within the Crew Management System.

  • Support departmental initiatives, ad-hoc tasks, and assigned projects.

  • Coordinate with scheduled seafarers to collect pre-joining documents prior to travel and update the system accordingly.

  • Coordinate with seafarers and process applications for necessary Flag State documents.

  • Assist seafarers with uploading or updating missing documents, and track their availability/readiness for vessel joining in COMPAS.

  • Arrange crew briefings/debriefings and coordinate SOS requirements when necessary.

  • Coordinate with MPO, joiners, and local visa agents to apply for required visas prior to travel.

  • Verify the validity and status of seafarers’ documents after sign-off and notify them of any required actions.

  • Prepare miscellaneous letters for seafarers as required (e.g., Sea Service, Employment, NOC, US Visa, and other official letters).

  • Generate E-Migration for all Indian seafarers as per RPSL requirements and update Sign-On/Sign-Off data on the DGS website.

  • Assist in monitoring MCV requirements for seafarers and embarking families, as assigned.

  • Maintain records and coordinate distribution of Seafarers’ Long Service Awards (LSA).

  • Maintain Priority Pass data for Indian seafarers and share activation codes and instructions.

  • Manage Ship Money registration for all seafarers.

  • Assist in arranging PEME for seafarers prior to joining.

  • Support the Marine HR Team during internal and external audits.

  • Provide assistance to MPOs as required and act as a backup under their guidance.

Requirements, Knowledge & Skills

  • Diploma/Degree in Business, Maritime Studies, or equivalent qualification; experience in a similar role within the marine industry is preferred.

  • Strong analytical, problem-solving, and time management skills.

  • Ability to respond effectively and promptly to customer needs.

  • Strong teamwork, interpersonal, and communication skills.

  • Self-motivated, with a willingness to take on additional responsibilities.

  • Proficiency in Microsoft Office applications.