We are looking for a detail-oriented and proactive Marine HR Executive (Services) for one of our global shipping clients. This role is critical to the smooth administration of marine HR operations, including vendor payment processing, crew ticketing coordination, long service award support, and maintaining accurate HR records in systems such as COMPAS. Ideal candidates will have 1–2 years of relevant experience, strong communication skills, and a high level of accuracy in handling crew-related administrative and financial records. A background in maritime operations or marine HR is preferred.
Responsibilities:
- Send monthly summary reports to manning agents/offices:
o Calculate agency and processing fees based on crew sign-on/off dates.
o Verify and calculate statutory charges based on the contribution.
o Review crew travel details to confirm hotel and transport costs in COMPAS.
o Check domestic airfare charges by verifying embarkation and disembarkation status.
o Request invoices for courier, advertisement, gifts, etc., and update the charges in
o COMPAS according to the invoiced currency.
o Record other monthly costs in COMPAS, such as office briefings, visits, training invoices, etc. - Refinitiv Check / Mettl test:
o Provide new crew data to the Legal team to conduct World Check / Refinitiv checks.
o Send Mettl test links to new joiners (VMT), and archive test reports in their folders. - Create new COMPAS user accounts and provide access support.
- Retirement Benefit Scheme:
o Request the pension list from the Person in Charge (PIC).
o Consolidate the list and send it to Marine HR – Accounts monthly.
o Obtain approval from Manager (Marine HR) and Management.
o Prepare acknowledgment letters via DocuSign and send them to manning offices/agents.
o Verify signed documents, scan, archive, and send to accounts for payment processing. - Administrative responsibility for Long Service Award (10yrs / 20yrs / 30yrs):
o Get the fortnightly COMPAS report for eligible ship staff throughout the year.
o Check each crew member’s entitlement for 10/20/30 years.
o Send to the manager for verification.
o Prepare a consolidated list / letter for management approval.
o Scan and archive under the eligible staff’s profile.
o Update the bonus in payroll module in COMPAS.
o Send the letter to eligible staff to vessel, manning office by email.
o Prepare confirmation/receipt letter for records and archive. - Purchasing Mementos and Distribution
o Coordinate with the vendor for a quotation.
o Get management approval.
o Place the order based on approval and ensure smooth delivery.
o Distribute the watch / memento as per the opportunity.
o Prepare and approve award letters and receipt letters for records.
o Submit a check and balance report every three months. - Beekeeper
o After success connection send email to vessel, to request pictures.
o As per the picture availability upload the awardees pictures in beekeeper. - Ticketing:
o Send summary reports to travel agents monthly and fortnightly.
o Email job confirmations and coordinate with the Person in Charge (PIC).
o Periodically ensure agents upload invoices; follow up for payment.
o Upon receiving confirmation from the travel agent, generate the necessary report.
o Verify all booking codes and travel types individually and make the required adjustments.
o Generate summaries from COMPAS in crew.travel.
o Monitor unused tickets and ensure that such air tickets are cancelled.
o Acknowledge as per the travel agent’s confirmation.
o Send emails to accounts for payment processing.
o For error bookings that do not interface with Oracle, coordinate with PIC, accounts, and IT.
o Manually push all error bookings through Power BI to interface with Oracle.
o Verify and confirm if the error bookings have interfaced with Oracle.
o For incorrect invoices, coordinate with the travel agent to revert amended invoices and upload them into crew.travel.
o After double confirmation of interfacing and receiving the amended invoice from the travel agent, liaise with accounts to close for payment.
o Send the payment report to the travel agent to check if any bookings are missing for payment.
o Follow up as necessary for missing payments and redo the steps to close for payment.
o Prepare periodic reports for expensive tickets. - Manning Agreements / Counterparty registration:
o Contact the person concerned and follow up as needed.
o Compliance approval to inform PIC. - Reports:
o Generate monthly accruals to the Financial Control department.
o Submit full Report with chart for Manager (Marine HR) including review of tickets issued on higher fare. - Letter of Invitation:
o Update the master record, generate letters with reference numbers.
o Prepare for DocuSign and send approved letters to agents/manning offices. - Review workflow for continual improvement and analyse and propose initiatives to reduce paperwork, streamline workflow, without compromising on efficiency and data integrity.
- Provide administrative support to the Marine HR team.
Qualifications:
- Minimum a Diploma in any field, preferably in Accountancy or Business.
- At least 1-2 years’ experience in Marine HR, preferably in the maritime/ shipping industry.
- Good understanding of Fleet Personnel operational processes.
- Good Communication skills – Fluent in written and spoken English.
- Good appreciation and dealing of cultural diversity.
- Adequate IT knowledge, e.g. Microsoft Word, Excel, Email.
We regret that only shortlisted candidates will be notified. Thank you for your understanding!
