Crew Compliance Administrator

SUMMARY

Duties include processing Fairport crew documentation by sharing and working with the Captains/Crew on board and coordinating with the Yacht Account Managers and Crew Compliance Manager.

Administer the crew files insuring they are completed, and all documents are in good order. Assist the department from organizing crew mail and anything to contribute to the smooth operation of the department and yacht fleet. Maintain professional, friendly relationships with captains and crew and project a professional     company image through in-person, and phone interaction as well as any industry events.

PRIMARY RESPONSIBILITIES

• Processing and saving documents correctly for each crew member. Request missing documents from each crewmember and update vessel tracking sheet with crewmember movements/updates.
• Work with crew onboard to maintain database of crew files including validity and expiry dates of all  documents including medical and licensing. Assist with crew questions.
• Create Shared Folders to share crew documentation relevant to each vessel. Send Shared Folder link to Captain’s.
• Forwarding crew mail and packages – USPS, Fed Ex & UPS, bins in office, etc.
• Review and maintain each yacht’s crew document tracking list regularly
• Work with yacht’s health insurance agent to add/terminate a crewmember’s health insurance policy (as applicable and as backup to Account Managers).
• Assist crew in applying for flag state endorsements and seaman’s discharge books
• Write visa, travel, and employment letters for crew
• Maintain strong relationships with Captains and crew
• Maintain computer contact database
• Update/Process Manage My Vessel website in coordination with crew – if requested.
• Provide administrative assistance – answer telephones, create letters, scanning & copying, mailing,  financial administration – if requested.

ADDITIONAL RESPONSIBILITIES

• Answer Phones
• Attend conferences when necessary to maintain up to date information on Flag States
• Create new crew tracking spreadsheets for new boats
• Maintain currency with applicable industry regulations, rules and advisories
• Member of Emergency Team

KNOWLEDGE & SKILL REQUIREMENTS

• Knowledge of industry standards and lifestyle
• Ability to multi-task and stay organized
• Basic reading, writing and arithmetic skills required
• Acquire basic knowledge of customs and immigration regulations
• Must be computer proficient in Microsoft Office including Excel, Word, Adobe, and Microsoft Outlook. Duties require professional verbal and written communication skills.