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Crewing Administrative Assistant – Maritime

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  •    Mumbai
  •    Experience : 3-6 years
  •    Job ID : SHM/26/272
  •   Salary : As per market standards

Openings : 1

Job Description


We are hiring for a Crewing Administrative Assistant to support the Crewing team with documentation, correspondence, seafarer coordination, records management, and P&I-related administrative activities. The role is suitable for an organised professional with strong MS Office, communication, documentation, and administrative skills.

The Crewing Administrative Assistant will provide administrative support to the Crewing Superintendent and coordinate with seafarers, vessels, internal teams, and P&I/insurance representatives. The role involves maintaining accurate crew records, supporting seafarer documentation, coordinating interviews and briefings, and assisting with crew insurance and claims-related matters.

Key Responsibilities

  • Manage general correspondence and follow up with relevant stakeholders.
  • Maintain and update designated crewing databases and information systems.
  • Schedule and coordinate seafarer interviews and briefings.
  • Prepare and print Seafarer Employment Agreements (SEAs) when required.
  • Assist with applications for Flag State documents and maintain related records.
  • Check, process, and forward correspondence and mail to vessels.
  • Maintain accurate and up-to-date crew records, documents, and databases.
  • Assist with P&I and crew insurance-related administrative activities.
  • Coordinate and follow up on seafarer insurance claims.
  • Prepare, submit, and track P&I claim documentation.
  • Coordinate with vessels, seafarers, the Crewing team, and P&I/insurance representatives.
  • Maintain records related to crew insurance, medical cases, injuries, claims, and supporting documents.
  • Assist with the administrative coordination of crew illness, injury, repatriation, and other crew-related cases.
  • Support the Crewing Superintendent with P&I, insurance, and claims-related follow-ups.
  • Ensure compliance with the Company's Management System and assigned procedures.
  • Support the implementation and improvement of crewing administrative processes.
  • Assist with developing or updating relevant procedures and documentation.
  • Contribute to continual improvement initiatives within the Crewing function.
  • Perform other administrative and crewing-related duties as assigned.

Requirements

  • Formal secretarial education or equivalent training and relevant work experience.
  • Previous experience in crewing, maritime, shipping, or related administration will be an advantage.
  • Basic knowledge or exposure to P&I and crew insurance will be preferred.
  • Good command of written and spoken English.
  • Good typing and computer skills.
  • Proficiency in MS Office applications.
  • Strong organisational and administrative abilities.
  • Excellent attention to detail and accuracy.
  • Ability to manage confidential and sensitive crew-related information.
  • Good coordination, communication, and follow-up skills.
  • Ability to work with multiple stakeholders and manage documentation within required timelines.

About the Role

This is a shore-based opportunity for an administrative professional to build expertise in crewing administration, seafarer documentation, P&I claims, crew insurance, and maritime operations. The role involves regular coordination with seafarers, vessels, the Crewing team, and insurance stakeholders and reports to the Crewing Superintendent.





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