Crew Coordinator – Coastal & Deep Sea Tugs

Job Description

Our client Provides charterers with modern, crewed, multi-purpose vessels that are used in support of marine civil engineering and sub-sea projects. The vessels are tough, dependable, shallow-draft or ultra shallow-draft, with a number ice-Classed, to provide world-wide coverage

Location – North Wales (office/remote hybrid;. Participation in an out-of-hours duty rota is required

Position Summary

The Crew Coordinator supports the effective mobilisation, rotation, and management of vessel crew
across the UK, EU, and Middle East. This hands-on role involves coordinating complex
international travel, visa processing, crew documentation, and crew change logistics in a fast-paced
marine environment.

Key Responsibilities

• Crew Planning & Rotations
• Support preparation and maintenance of crew rosters, ensuring vessels are correctly staffed with
  certified personnel.
• Assist with rota management in CrewSmart or equivalent.
•  Coordinate emergency and backup crew arrangements

Mobilisation, Travel & Logistics

• Plan and manage complex international crew travel including flights, accommodation, and
  transport.
• Prepare clear joining and departure instructions.
• Remain adaptable to rapid operational changes.

Visa & Compliance Management

• Manage visa applications and renewals (Schengen, KSA, Bahrain, Qatar, UAE).
• Monitor visa, medical, and certification expiries and arrange renewals.
• Conduct documentation checks for accuracy and compliance.
• Maintain accurate records in the Crew Management System.
• Ensure compliance with STCW, MLC, and client requirements.

Client & Stakeholder Liaison

• Liaise with crew, clients, manning agents, and port authorities.
• Prepare and submit client-specific CV packs (ARAMCO, Qatar Gas, ADNOC).
• Communicate mobilisation and visa requirements clearly.

Administration, Records & Financial Control

• Maintain records including contracts, certifications, visas, and performance reports.
• Track attendance and certification validity.
• Raise purchase orders and reconcile invoices (ApprovalMax, Dext).
• Ensure accuracy of all crew-related expenses

Out-of-Hours Duty
• Respond to urgent calls/emails relating to mobilisations while on duty rota.
• Escalate issues appropriately.
Skills & Competencies
• Excellent organisational and multitasking abilities.
• Strong communication and interpersonal skills.
• High attention to detail and compliance awareness.
• Calm under pressure and adaptable.
• Strong problem-solving skills.
• Customer service orientation.
• Ability to coordinate efficiently under deadlines.

Essential Experience & Knowledge
• Experience coordinating international crew travel and logistics.
• Understanding of visa requirements and document control.
• Experience with Crew Management Systems.
• Proficient in Microsoft Office.
• 2–5 years in crewing, maritime HR, or shipping operations.
Desirable
• Experience with ApprovalMax, Dext.
• Previous work with ARAMCO, Qatar Gas, ADNOC.
• Knowledge of Middle East visa processes.
• Maritime/offshore/logistics background.
• UK-based with capability for hybrid/remote work.

Qualifications
• Diploma or certificate in Crew Management, Shipping Operations, Maritime Studies, or similar.
• Training in maritime labour law, welfare, HR processes, and safety protocols.
What We Offer
• Competitive salary.
• Hybrid and flexible working.
• Supportive team environment.
• Exposure to international clients and global operations

Candidates must be eligible to live and work in the UK