Crew Operations Executive

About the job

Company Description

Asia Maritime Services Pvt Ltd (part of Asia Group of Companies) is a Mumbai-based crewing/marine recruitment agency with over 30 years of experience in the maritime industry. Licensed by the Directorate General of Shipping (RPSL) and certified under ISO 9001:2015, MLC 2006, we place seafarers across a wide range of vessel types globally for our international clients. We are a professionally run, growing organisation looking for a reliable and organised individual to join our crewing operations team.

Job description

Crew Operations Executive to manage post-selection crew documentation, joining formalities, and crew database administration for global clients, with additional exposure to candidate sourcing.

Experience required

0-4 Years, Freshers will also be considered if they can show part-time/intern work experience

Salary:

2.4 to 3.6 Lakhs per year

Please apply only if you accept salary level mentioned.

Location:

Mumbai (Colaba)

Key Responsibilities

CREW DOCUMENTATION & JOINING FORMALITIES (Primary Responsibility)

• Manage the complete documentation cycle for seafarers approved by the client - from selection to joining
• Coordinate directly with seafarers to collect, verify, and organise required documents: CDC, STCW certificates, passport, COC/COE, flag state endorsements, medical (PEME) reports, and other statutory certificates
• Check documents for validity, completeness, and compliance with flag state, client, and MLC 2006 requirements before submission
• Prepare and send document packs to the client in the required format within agreed timelines
• Flag missing, expiring, or non-compliant documents proactively and follow up with seafarers to resolve gaps before joining

VISA & TRAVEL COORDINATION

• Liaise with travel agents to arrange flight bookings and travel itineraries for joining and sign-off crew
• Coordinate visa applications with seafarers and travel agents (Schengen, C1/D, and other applicable visas) as per joining port and vessel flag requirements
• Track visa appointment schedules, document submissions, and approval status; escalate delays to ensure joining dates are not missed
• Communicate joining instructions, travel itinerary, and required documents clearly to seafarers ahead of departure

PORT AGENT & IMMIGRATION COORDINATION

• Coordinate with port agents at joining/sign-off ports for immigration formalities, crew change approvals, and any local documentation requirements
• Ensure timely exchange of crew lists, ETA details, and immigration paperwork with port agents
• Track and resolve issues related to port entry permits, shore passes, and local immigration clearances
• Coordinate OKTB and equivalent port/immigration formalities as applicable to specific ports and flag states

CREW SOFTWARE & DATABASE ENTRIES

• Create and maintain accurate crew records in the company crew management software for every joining/sign-off seafarer
• Enter and update contract details, wage scales, rank, vessel assignment, and joining/sign-off dates
• Record sign-on and sign-off entries accurately and on time, ensuring data matches SEA (Seafarer Employment Agreement) and client records
• Maintain document expiry tracking within the system and generate alerts/reminders for renewals
• Ensure data hygiene - no duplicate entries, complete profiles, and adherence to data entry SOPs

CLIENT & INTERNAL COORDINATION

• Act as the primary point of coordination between the seafarer, client, travel agent, and port agent once a candidate is approved, until the seafarer is confirmed onboard
• Maintain crew change trackers and provide status updates on joining formalities to management and clients as required
• Coordinate with the recruitment team to ensure a smooth handover of candidate details post-selection
• Support repatriation and sign-off formalities including return travel, document handover, and closing out crew software entries

SOURCING SUPPORT (Secondary Responsibility only 10-20% of time if required during non-peak operations times)

• Assist the recruitment team with candidate sourcing across maritime platforms and the company database during non-peak crew ops periods
• Support CV screening and basic document verification (CDC, STCW, passport validity) for open vacancies
• Help maintain and update candidate profiles in the crew database as needed

Candidate Profile

• Graduate in any stream; a degree in HR, Business, or Maritime Management is a plus
• 0-4 years of experience; freshers are welcome to apply
• Strong written and spoken English - you will be communicating with seafarers, travel agents, port agents, and clients directly
• Comfortable working on a computer - MS Office, email, spreadsheets, and web-based platforms; prior exposure to any crew management software is a bonus
• High attention to detail - accuracy in documentation and database entries is critical to this role, as errors can directly delay crew joining
• Organised and able to manage multiple joining/sign-off cases and deadlines simultaneously
• Ability to stay calm and coordinate effectively under time pressure (joining dates and visa timelines are often tight)
• Prior exposure to maritime, shipping, logistics, or travel coordination is an advantage but not mandatory
• Mumbai-based candidates preferred; must be able to commute to Colaba office daily

What We Offer

• Structured training and mentoring - full SOPs provided from day one
• Exposure to international crew operations, visa/travel coordination, and port agent liaison across tankers, bulk carriers, cement carriers, and general cargo vessels
• Work with a certified, established company with 30+ years experience - RPSL licensed, ISO 9001:2015, MLC 2006 compliant
• Growth opportunity within crewing operations and exposure to sourcing, with scope to work across global clients in Europe, Middle East, Asia etc.