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OSM Ship Management Pte. Ltd. · Logistics

Crewing Support Assistant

Philippines · Job Posted May 31, 2026
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Job Responsibility

  • Process the flag state and visa applications of the crew members on a timely manner and upload the crew documents to the Crew Management system according to guidelines
  • Crew Management System Updating: Ensure all seafarer documents are scanned clearly and visibly
  • Update and maintain document attachments in the Crew Management System according to the Competence Matrix, personal information, and other necessary requirements
  • Provide regular updates to the team regarding the status of seafarer documents
  • Verify that all documents and certificates are accurately uploaded and properly categorized as per the Competence Matrix
  • Ensure timely and accurate uploading of medical certificates in the Crew Management System and coordinate their release to the Crewing Operations team
  • Flag State Application: Consolidate and prepare Flag State requirements based on the approved matrix
  • Monitor Certificate of Registry Applications (CRA) and track the release of Original Books, Endorsements, and GOEs at least 90 days prior to CRA expiration
  • Ensure accurate documentation and timely processing of registry requirements
  • Verify that CRA, Books, Endorsements, and GOEs are correctly uploaded and updated in the Crew Management System
  • Confirm the accuracy of released CRA/Books/Endorsements/GOEs before distribution to crewing personnel
  • Maintain up-to-date knowledge of Flag State guidelines and ensure documentation compliance
  • Review and validate submitted documents and certifications for accuracy and legitimacy
  • Perform other related tasks as assigned by the immediate Supervisor or Manager
  • Ensure timely submission of Flag State-related invoices to the Finance Department for processing
  • Coordinate with both the Finance Department and Flag State Authorities regarding payment and billing
  • Visa Application: Manage timely requests and liquidation of visa funds through the Finance Department
  • Oversee the accurate completion of both online and paper visa applications
  • Ensure the timely application and processing of visas for all seafarers, as required
  • Schedule visa appointments when personal appearance is necessary
  • During pre-departure briefings, ensure seafarers are informed of required documents and procedures for visa interviews
  • For visas that do not require personal appearance, ensure documents are delivered to the embassy by an authorized company representative
  • Perform other visa-related duties as assigned by the Immediate Supervisor or Manager

Requirements

  • At least a graduate of any Bachelor's Degree
  • Knowledgeable about seafarer documents and requirements of Flag State Registries
  • Good communication skills, both written and verbal
  • Highly organized with strong interpersonal skills
  • Strong customer focus with the ability to provide after-hours support when needed
  • Able to work under pressure and with minimal supervision
  • Proficient in using office productivity tools
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