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.