Crew Operations Assistant

3 weeks ago

Metro Manila, Philippines Höegh Autoliners Regional Operating Headquarter Full time

Höegh Autoliners is a people-driven company with the belief that businesses should not only be forming lasting services but also lasting careers. We want to work with people who are incredibly team-oriented, jump head-first into a challenge, and always maintain a high-bar for excellence.

 

If that sounds like the type of team you want to join, we can’t wait to meet you

 

A Little About Us

 

Höegh Autoliners is a global player in Ro/Ro deep sea transportation services and operates the greenest fleet in this segment. The company owns and operates approx. 40 Pure Car and Truck Carriers (PCTCs) in global trade systems, making around 3 000 port calls yearly. Managed from a worldwide network of around 16 offices, our main customers are major manufacturers of new cars, heavy machinery and other rolling stock.

 

A Lot About You

 

We are looking for a team player and collaborative Crew Operations Assistant who has strong interest in documentation and data management. As a Crew Operations Assistant, you have a flexible role of helping other members of various teams or departments perform their tasks. You are service-minded, detail-oriented, and comfortable handling a wide variety of tasks. You will be a key contributor in the day-to-day operations and participate in team collaboration across the organisation.

 

You will work in our Manila office and you will directly report to our Crew Manager.

 

Main Responsibilities

Perform tasks on crew operations processes as directed by the Crew ManagerPerform recruitment functions based on crew operations requirements in coordination with Crew Operations Officer – Auxiliary (COOA) Assist in making initial and/or follow up contact with seafarers for crew change plan engagement by the Crew ManagerEncode, upload & monitor missing seafarer documents in OCS such as evaluation reports & feedback forms (CER, SOEF, CFF), selection process, promotion process, etcParticipate in Succession planning sessions & assist in encoding seafarer activities in OCS as confirmed with Crew Manager including monitoring, checking & rectification of data & filling up activity gaps relevant to crew operations Assist in administrative tasks of Crew Operations in Seafarer Reporting Workflow and Seafarer Deployment Workflow (e.g. filling up of Crew Placement Form, verifying of document checklist, checking of Crew Feedback Form and CER, coordinating Technical Briefing, checking of issued verbal and written warning/reprimands on last vessel, etc.)Validate details of submitted documents such as FWS requirements or other documents forwarded by Crew Support (e.g., contracts & addendums, reimbursements, cash advances, etc.) for approval by Crew ManagerEncode, update or verify crew data and activities in OCS in accordance with Crew Data Processing SystemMaintain shared mailboxes (hfsp@hoegh.com & hfsp.crewops@hoegh.com) by monitoring, organizing, filing, and cleaning up of messages in coordination with COOAAssist members of Crew Support team in deployment processing of seafarers or in encoding data/report generation tasks in case of urgencies or exigenciesAssist Competence & Quality Assurance team for any project tasks as neededAssist Crew Ancillary services for any project tasks as neededPerform back up functions in the absence of the COOATake-over temporary & partial roles of a staff in cases of extended leaves e.g., on maternity, paternity, etc. as appropriateAssist COOA in maintaining relevant updates and information on the HFSP FB Page, Website and Electronic Bulletin BoardPerform other lawful functions as may be directed by his/her superior

 

Minimum Qualifications

Bachelor's Degree of any courseWith prior experience in ship-manning related functionsProficient in Microsoft Office applicationsExcellent record-keeping and organizational skillsExcellent written and oral communication skills in an international environment

 

 

We believe that building and sustaining a diverse and inclusive environment for working and learning leads to a better workplace, better ideas and more inspiring conversations. 

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