Documentation Executive

Job Title: Documentation Executive – Marine Crew Department: Marine / Crewing Reports To: Crewing Manager Location: Vasai Employment Type: Full-time Job Summary: The Documentation Executive – Marine Crew is responsible for managing, preparing, verifying, and updating all documentation related to the recruitment, deployment, and repatriation of marine crew. This role ensures full compliance with international maritime regulations, flag state requirements, and company standards. Key Responsibilities: Document Management: Prepare and process crew documentation including passports, visas, STCW certificates, medical reports, seafarer booklets, contracts, and flag state endorsements. Ensure all crew documentation is valid, updated, and meets both company and regulatory requirements. Maintain a digital and physical filing system for all crew records and documentation. Compliance & Coordination: Liaise with maritime authorities, embassies, and flag states for approvals, visa processing, and certificate endorsements. Ensure compliance with IMO, MLC, ISM Code, and other statutory regulations. Coordinate with manning agents and training centers regarding crew certification and documentation. Deployment & Repatriation Support: Arrange crew travel and logistics by coordinating with travel agencies and port agents. Prepare joining and sign-off documents, including crew lists and embarkation/disembarkation papers. Reporting & Database Management: Maintain crew databases and update records in crewing software (e.g., OCS, CrewInspector, etc.). Generate periodic reports for audits, inspections, and management review. Internal Coordination: Work closely with crewing, operations, and payroll teams to ensure smooth crew management. Assist in planning crew changes and maintaining a pool of ready-to-deploy seafarers. Qualifications and Skills: Bachelor’s degree in Maritime Studies, Business Administration, or related field. Minimum 2–3 years of experience in crewing or documentation roles within the marine/shipping industry. Knowledge of maritime regulations (STCW, MLC, ISM). Proficiency in MS Office and crewing management systems. Strong organizational and communication skills. Ability to manage multiple tasks under tight deadlines. High attention to detail and accuracy.