Crew Coordinator

The Crew Coordinator plays a vital role in managing personnel and ensuring smooth operations within the crew movements. In collaboration with other Yacht Management departments, their responsibilities encompass a wide range of tasks, including providing administrative and logistical support, ensuring swift communication and coordination and monitoring compliance. Overall, this position serves as a central point of contact, contributing to the efficiency, safety, and well-being of the crew.

Supervision of a primary and secondary fleet allocation of yachts varying in size (approximately managing 200-400 crew members), including:

• Monthly payroll management;
• Liaising with owners offices for weekly/monthly to remain in sync for payroll, funding requests, crewing, social security matters and general crew management matters when a yacht administrator or client manager is not appointed;
• Revision of annual crew salary/expenditure budgets;
• Enrollment, filing and monitoring of crew medical coverage and medical claims;
• Drafting and issuance of SEA’s, addendums, NDA’s, training agreements & termination agreements;
• Liaising with various third party offshore employers for employment documents when an incorporated cell is the employer;
• Monitoring crew document validity within the yachts document management system;
• Monitoring probationary period status, performance reviews & exit interviews where applicable;
• Handling grievance & disciplinary procedures when these are escalated to management level.

Compliance duties:

• Internal auditing of seafarer documentation for ISM/ISPS & MLC 2006 compliance where applicable;
• Advising on any Seafarer Employment Agreement queries as per the maritime laws, flag state governance and MLC 2006;
• Supporting the vessel during port/flag audits;
• Transport and accommodation logistics for crew changes where applicable, including approval procedures from the client/captain.

• Ability to remain organized whilst multi-tasking and meeting short notice deadlines in the event of unforeseen crew changes;
• Understanding of maritime qualifications, training structures, endorsements and various flag state requirements;
• Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook & OneDrive).

• 2-3 years’ experience in a similar position;
• Flexibility for occasional travel to each vessel at least once a year;
• Proficient in spoken and written English is essential; French or Italian is a plus.