Job Title: HR Crewing Assistant

Department: Human Resources & Crewing Reports To: Crewing Manager / HR Manager 

Location: Mandaluyong City

The HR Crewing Assistant will provide essential administrative and operational support to both the Human Resources and Crewing departments, ensuring the efficient placement, management, and retention of qualified crew members. This role is crucial in maintaining accurate crew records, coordinating logistics, and facilitating smooth crewing operations, particularly within our maritime operations. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills, with a commitment to supporting our crew and operational objectives.

Responsibilities:

1.Crew Administration & Support:

• Maintain and update comprehensive crew databases and personnel files, including personal details, qualifications, certifications, employment contracts, and contact information.
• Serve as a primary point of contact for crew inquiries regarding administrative procedures, policies, and logistics.
• Ensure all crew members have valid and up-to-date documentation passports, visas, medical certificates, STCW certifications for maritime roles.

2.Recruitment & Onboarding Assistance:

• Support the crewing team in the recruitment process by posting job advertisements, screening applications, and scheduling interviews.
• Prepare and dispatch offer letters and new hire paperwork, ensuring all documents are completed accurately and on time.

3.Documentation & Compliance:

• Track and monitor the validity dates of all crew licenses, certifications, and medicals, ensuring timely renewals and compliance with industry regulations
• Ensure all crewing activities comply with relevant labor laws, company policies, and international conventions.
• Assist in preparing reports related to crew statistics, availability, and compliance.

4.General HR Support:

• Provide administrative support to the HR department as needed, including data entry, filing, and managing correspondence.
• Assist with the coordination of HR-related projects, training sessions, and employee engagement activities.
• Maintain strict confidentiality of all crew and company information.

Qualifications:

• Bachelor's degree in Human Resources, Business Administration, Maritime Studies, or a related field preferred.
• 1-2 years of experience in an administrative support role, preferably within an HR, crewing, or operations department.
• Previous experience in the DOMESTIC MARITIME INDUSTRY is highly advantageous.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with HRIS or crewing software/databases is a plus.
• Exceptional organizational skills with a strong attention to detail and accuracy.
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders (crew, management, external agencies).
• Ability to identify issues and propose practical solutions in a fast-paced environment.
• Proven ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
• High level of integrity and ability to handle confidential information with discretion.
• Ability to work collaboratively within a team environment and independently.