Crewing Coordinator

Logistics Support Services (Pty) Ltd is seeking a Crewing Coordinator to join its operations in Walvis Bay, Namibia. The position provides administrative and operational support to the crewing function, with responsibility for coordinating crew movements, immigration documentation, travel arrangements, accommodation, records and other requirements associated with joining and disembarking crew members. The successful candidate will work closely with supervisors, immigration authorities, clients and other stakeholders to ensure crew movements are coordinated accurately, efficiently and in accordance with company procedures. KEY DUTIES AND RESPONSIBILITIES • Provide administrative support to ensure the efficient operation of the crewing function. • Prepare and coordinate documentation required for crew movements and inspections by local immigration authorities. • Prepare and process immigration forms and declarations, shore passes, flight and travel information, visas and other immigration documentation applicable to crew members of different nationalities. • Ensure all crewing documentation, records and filing are maintained accurately and in accordance with company Standard Operating Procedures. • Monitor relevant crew documentation and advise the Supervisor of upcoming renewals and expiry dates. • Respond to queries and information requests from clients, supervisors and other relevant stakeholders. • Liaise with relevant authorities and the Crew Administration Supervisor regarding crew-related matters. • Coordinate travel arrangements for crew members signing on and signing off vessels. • Book and arrange airline tickets and coordinate airport and other transfers. • Source and arrange accommodation for crew members where required. • Keep the Immigration Officer informed regarding joining and disembarking crew members. • Assist with the compilation and processing of purchase orders and invoicing documentation. • Arrange medical appointments and accommodation when operationally required. • Administer and process Work Visa, Transit Visa and other applicable immigration applications in accordance with company procedures. • Issue OKTB (Okay to Board) letters where required. • Arrange transfers and rental vehicles for crew members or clients when necessary. • Maintain accurate crew movement, travel and immigration records. • Follow up on outstanding documentation and ensure time-sensitive crew requirements are communicated and actioned promptly. • Perform other crewing-related administrative duties as reasonably required. MINIMUM REQUIREMENTS • Grade 12 Certificate; a minimum of 23 points is preferred. • Valid driver's licence. • Computer literacy with proficiency in Microsoft Word, Excel and Outlook. • Proficiency in written and spoken English. • Willingness and ability to work outside normal office hours, including overtime, weekends and public holidays when operationally required. • Knowledge of immigration, visa and crew movement requirements. • Strong administrative and organisational capabilities. CORE COMPETENCIES • Strong planning and organisational skills. • Excellent attention to detail and accuracy. • Good interpersonal and communication skills. • Customer-focused approach. • Good written communication and reporting abilities. • Ability to work effectively under pressure and within tight operational deadlines. • Flexible and adaptable approach to changing operational requirements. • Results-oriented with a strong sense of urgency. • Ability to prioritise and manage multiple concurrent requirements. • Ability to work independently as well as effectively within a team. • Ability to handle confidential and sensitive personal information responsibly. ADVANTAGEOUS EXPERIENCE Previous experience in crewing, marine operations, shipping, logistics or a related operational environment will be advantageous. Experience in a travel agency, airline reservations or crew travel coordination would also be beneficial, as would previous experience handling visa and immigration applications. Company contact details: Logistics Support Services (Pty) Ltd, Allan Dean Martin Street, Syncrolift Industrial Area, P.O. Box 4407, Walvis Bay, Namibia. Tel: +264 64 276600.