Assistant Crewing Manager

3 weeks ago

Singapore EVO OUTSOURCING SOLUTIONS PTE. LTD. Full time
Roles & Responsibilities

The Crewing Manager is responsible for liaising and coordinating between the company and crew members. In this role, you will be expected to plan and source for crew members and freelancers required for projects undertaken by the organization. You will also be involved in the budgeting, costing, payment, and evaluation of the crew members and freelancers. You are also responsible for supervising and leading the crewing staff to achieve and accomplish organizational goals and objectives.


Essential Duties/ Responsibilities:

General

  • Oversee the system implementation (Mariapp) for automation of process.
  • Oversee the booking of flights and accommodations for all engineers travelling for business projects company wide.
  • Report on the use of freelancers. Compare average rate paid with in-house crew costs.
  • Support and provide information on TOIL entitlement for in-House Crew on a monthly basis.
  • Communicate and plan crew requirements for project preparation.
  • Maintain and update an Annual Crewing Calendar based on project requirements.
  • Maintain an updated crew database with positions, grades, job scale, performance, rate of professional fees, responsiveness, reliability, skills and technical competencies.
  • Collaborate with the sales team under the guidance of COO to propose a standard local daily rate and/or standard international daily rate for crew. To consider the market segment which the sales are taking place, i.e., to deploy Singapore / India / International crew, and the rates suggested will be used for quotations.
  • Propose the annual operational budget of the Crewing Department to Finance Department.
  • Roster the crew by maintaining an annual schedule for all employees


Before Project

  • Obtain information from relevant Sales Manager regarding crewing for projects in detailed breakdown, i.e., location of project, type of crew to deploy, duration of project, crew rate, and any other additional requirements.
  • Identify the crew requirement and skill sets required for each project.
  • Oversee the planning, sourcing, and coordination of in-house crew and freelancers (local and/or international) for every individual project.
  • Negotiate the professional fees and set and communicate expectations and company standards to the freelancers. Finalize the formalities with the freelancers according to company's guidelines.
  • Oversee the maintenance of signed contracts with freelancers and all other documents as per company's guidelines (e.g., insurance records and declaration forms, etc.).
  • Arrange and/or coordinate visa application, flight, accommodation, transportation, meals (if client does not take care of it).
  • Update crew allocation progress status.
  • Preparation of per diem allowances for in-house crew and freelancers for each project.
  • Support the preparation of production call sheet for crew on projects (including details on vaccinations, pick-up arrangements, etc.)
  • Plan for crew contingencies to deal with unexpected situations that may arise to prevent jeopardizing the projects.


During Project

  • Oversee the management of all communications relating to issues associated with the crew for each project. Maintain documentation for any changes/adjustments.
  • Be part of the Support Team and handle queries from in-house crew and freelancers regarding transportation, flight arrangements, hotel accommodations, per diem allowance, refreshments, etc.
  • Provide replacement crew if a crew member becomes unavailable due to sickness, flight cancellations, etc.


After Project

  • Oversee all project closeout activities including evaluation of project performance, archival of projects, and preparation of close out reports.
  • Prepare crew performance evaluation report based on information from Unit Manager and G. Engineers onsite for each project. Content to include attendance records, crew performance, etc.
  • Calculate actual cost of internal and external, i.e., freelancer, crew deployed and any other miscellaneous costs, e.g., PD allowances, etc. associated with the project. Inform/highlight when actual cost exceeds project budget
  • Receive invoices from freelancers, check the accuracy of billing and authorize the invoice for payment.
  • Handle reimbursements for projects for in-house crew members only


Job Requirements

  • System implementation experienced is a MUST.
  • Strong understanding of mass media and communication, preferably in broadcasting industry.
  • Excellent client management and relationship skills.
  • Possess excellent organizational, communication, interpersonal and project management skills
  • Ability to contribute and multi-task in a high performance and fast-paced environment
  • Expert proficiency in Microsoft Office suite


The job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements are subject to possible modification to reasonably accommodate individual with disabilities. To perform this job successfully, the incumbents shall possess the knowledge, skills and abilities to perform each duty proficiently. Employment in this role is subject to clearing the necessary requirement as per the laws of Government of Singapore.


Tell employers what skills you have

Management Skills
System Implementation
Microsoft Office
Manpower Planning
report preparation
Reliability
Project Management
Cost Planning
Communication Skills
Budgeting
Customer Service
Sourcing

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