Crewing Assistant

UTM Consultants are looking for a Crewing Assistant to support a crewing department in Middlebrough in the daily administration and coordination of crew-related activities. This role involves assisting with the scheduling, documentation, and logistics involved in crew changes, as well as ensuring that all crew members have the necessary certifications and travel arrangements. The Crewing Assistant plays a vital role in maintaining accurate records and providing essential support to the Crewing Coordinator and Crewing Manager.

1. KEY DUTIES & RESPONSIBILITIES

• Administrative duties to support the Crewing Manger and Crewing Co-ordinators.

• Assist in maintaining and updating Sharepoint, in house databases and files ensuring all information is accurate and up-to-date.

• Maintaining and processing accurate records and documentation for crew members.  Assist in ensuring compliance with maritime regulations and in line with company policies.

• Support the preparation of reports and other documentation required for audits, inspections, and internal use.

• Help coordinate the logistics of crew changes, including booking flights, helping prepare relevant documentation for visas applications, and organizing accommodation.

• Assist in liaising with port agents, travel agencies, and other relevant parties to ensure the smooth execution of crew changes.

• Provide agencies with timely and clear communication regarding their personnels assignment, travel arrangements, and any required documentation.

• Ensure all crew members have valid certifications, medical examinations, and travel documents as per international regulations (STCW, MLC) and company policies.

• Book specialist training courses required for upcoming projects.

• Ensure GDPR (General Data Protection Regulation) is adhered to regarding crew documentation and personal data.

• Resolve crew personnel queries and concerns, providing assistance or escalating issues to the Crewing Coordinator or Crewing Manager as necessary.

• Assist the Crewing Coordinator and Manager with various tasks and projects as needed, contributing to the overall efficiency of the crewing department.

• Participate in team meetings and contribute to discussions regarding crewing strategies, policies, and improvements.

• Provide backup support during busy periods or in the absence of other crewing staff.

Experience:

The project is due to start on 20th September 2026 and will last approx. 12 weeks