Crewing Assistant

POSITION SUMMARY:We are looking for a highly organized and detail-oriented CrewingAssistant to join our dynamic ship management team. In this vitalrole, you will ensure the smooth operation of our vessels by providingcomprehensive administrative and logistical support and plays a crucial role in ensuring our sea crew receive accurate and timely salary.KEY RESPONSIBILITIES:Crew Payroll Management:- Process monthly payroll for seafarers, ensuring accuracy and timely payments.- Maintain accurate records of crew salaries, benefits, and deductions.- Handle tax calculations (IR8A & IR21) and other contributions (if any) according to relevant regulations.- Prepare payroll reports and reconciliations.- Address crew inquiries regarding payroll matters.- Check daily attendance for the payroll process.Crew Changes and Shore Visits:- Oversee crew sign-on and sign-off procedures in compliance with the latest Maritime and Port Authority of Singapore (MPA) regulations and including UAE managed vessels.- Prepare and submit necessary documentation for crew returning from home leave.- Coordinate with relevant authorities, agents, and internal teams to facilitate seamless crew changes.Crew Onboarding and Documentation:- Work with new crew members to arrange their travel,accommodation, medical check-ups, and MOM Work Permit registrations.- Verify and consolidate personal details, documentation, and certifications, ensuring online authentication where required.- Distribute Personal Protective Equipment (PPE) to new and existing crew members, maintaining accurate inventory records.- Apply for Flag State documents for crew members, including UAE managed vessels.Recruitment and Interview Coordination:- Assist in the recruitment process by organizing interviews for ratings candidates.- Collaborate with Marine and Technical Managers to schedule interviews for officers and engineers, ensuring a smooth candidate experience.Administrative Support:- Perform essential administrative tasks, including filing, scanning,generating correspondence, and maintaining up-to-date crew records, including UAE managed vessels.- Remind Technical/Marine Superintendents to deliver crew mail to vessels.- Monitor crew members' completion of their 6-month probationary period and report findings to the supervisor.- Update the Immigration and Checkpoints Authority (ICA) withcrew details, including new passport numbers and FIN expirydates.Crew Welfare and Travel:- Arrange transportation (sea and land) for crew members as needed.- Assist in monitoring crew personal documentation to ensure compliance with Flag State regulations, the Maritime - LabourConvention (MLC), and MPA requirements.- Promptly report any crew issues or concerns to the supervisor.- Facilitate travel arrangements for crew mobilization and demobilization,including booking air, ferry, and land tickets, visa applications, and hotel accommodations.Additional Duties:- Undertake ad-hoc tasks, projects, and activities as assigned by the supervisor.- Conduct ship visits to observe crew work environments,performance, andwelfare, and gather feedback on any crew-related issues.QUALIFICATIONS:- Diploma in Logistics, Supply Chain Management, MaritimeStudies, or arelated field.- Strong understanding of crew management processes and relevantregulations (MPA, Flag State, MLC).- Minimum of 2 years of experience in shipping operations or a similar role;fresh graduates are encouraged to apply.- Proficient in Microsoft Office Suite and crew management systems.- Strong communication and interpersonal skills.- Ability to work independently and as part of a team.- Meticulous attention to detail and accuracy.- Able to take stress and meet deadline for any ad-hoc / projects / close payroll timely.- Must be proactive, willing to learn and ask questions if in doubt.- Must be contactable on weekend / after office hour for urgent matters.