Crew Operations Executive (Pune)

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. 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 14 Years Salary: 3 to 4 Lakhs per year Location: Mumbai (Colaba) Key Responsibilities CREW DOCUMENTATION & JOINING FORMALITIES - 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 - 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 - 04 years of experience; freshers are welcome to apply - Solid 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 .