Crew Coordinator

About the Role
This position involves active internal and external communications, specifically regarding recruitment and personnel management within the marine sector. The role encompasses a wide range of responsibilities, from arranging crew cash advances and payroll for marine staff to liaising with various external agencies and clients in the oil and gas industry. This role requires a keen understanding of occupational health and safety standards alongside a commitment to compliance with legal and regulatory requirements.

Key Responsibilities

• Actively recruit crews from the international marketplace to meet all contract crewing requirements via agencies, job boards, and other channels.
• Serve as the first point of contact for potential employees, vet resumes and qualifications, and provide information to recruitment agencies and candidates.
• Conduct one-on-one interviews in English with candidates from various countries, assessing technical knowledge and suitability for roles.
• Arrange all security and port passes and certificates required by Qatar Ports; organize immigration and visas through government departments.
• Coordinate the issuing of personal protective equipment during employee induction and manage equipment stock maintenance.
• Negotiate salary and employment contract details for new hires and extend personnel; issue company IDs and security passes.
• Arrange flights, transportation, and accommodation for crew joining and off-signing.
• Maintain a comprehensive personnel database that complies with company and industry standards (ISM, ISO, OHSAS).
• Monitor crew performance and contribute to annual performance appraisals.
• Calculate and process monthly crew salaries and handle petty cash for crew members.
• Prepare and regularly update the Crew Relief Plan.
• Conduct orientation briefings and administer induction processes for all new employees, ensuring compliance with MLC 2006.
• Select training providers and arrange necessary technical courses before mobilization (e.g., H2S, offshore survival training, etc.).
• Prepare crew lists for subcontracted staff, maintaining necessary immigration documents.
• Review and collate invoices from suppliers and agencies, entering them into the invoice tracking system.
• Manage emergency medical situations, ensuring transport and treatment for crew as required; be on-call for emergencies.
• Maintain electronic databases of flag certificates and ensure compliance with mandatory safe manning regulations.
• Coordinate with the Marine team for class surveys and inspections and ensure all vessel certifications are up to date for audits.
• Adhere to specified systems and processes to ensure compliance with legal and regulatory standards.
• Perform other job-related duties as assigned.

Communication

• Internal Communication:

  • Human Resources Department
  • Purchase / Stores / Payroll / Immigration / Accounts / Logistics / Fleet & Technical teams
  • Commercial team

• External Communication:

  • Specialist Employment Agencies
  • Crew Mobilization Related Agencies
  • Clients (e.g., QP, RASGAS, Shell, Qatar Gas, Oxy)
  • Travel Agents
  • Qatar Petroleum approved training centers
  • Ministry of Business and Trade

Occupational Health & Safety and Environment

• Accountability: Accountable for their acts and omissions.
• Responsibility: Follow safe systems of work, training, and instructions; report accidents and incidents.
• Authority: Empowered to stop work if unsafe conditions are perceived.

Qualifications

• Education & Professional Qualification:

  • Diploma in a relevant field

• Professional Experience:

  • 1 – 2 years' experience in an HR/Coordinator/Mobile Administrator role within the marine industry.

• Computer Skills:

  • Competence in Office and web applications.

• Language Skills:

  • Fluent in English; Arabic is preferred.

• Market/Industry Knowledge:

  • Experience in recruiting for offshore fleet and knowledge of the ILO Maritime Labour Convention relevant to crewing operations.
  • Working knowledge of marine trades utilized by the company, such as bridge officers and engineers, essential for conducting technical interviews.