Documentation Assistant  

Odfjell is seeking a Documentation Assistant to support the initiatives and activities of the Crewing Operations group. We require an individual who is highly focused and has a sense of urgency in getting tasks and responsibilities performed effectively and efficiently.

The successful candidate will be responsible for several activities, so we need an individual with a keen focus on details and careful attention to the quality of work based on Odfjell processes and standards. A customer service, team-oriented focus in accomplishing tasks is a norm for the position.

Area of responsibility

• Crew Documents Management not limited to monitoring / follow-up, encoding, scanning and uploading in the Crew Information System;
• Act as liaison and company authorized representative for relevant external stakeholders

Work Tasks:

• Responsible for timely collection of dispatch crew envelopes forwarded by the Vessel handlers for scanning and uploading in the Crew Information System;
• Ensures that all crew documents are encoded, scanned and correctly uploaded in the Crew Information System;
• Organizes and maintains seafarers’ 201file of both electronic and hard copies for selected documents. Acts as controller and safe keeper of both;
• Ensures that all documents are tagged based on approved naming standard and copies are linked correctly to corresponding coded documents;
• Checks and verifies completion of crew documents for dispatch and informs stakeholders of any lacking / invalid documents;
• Attends to reporting crew and act as Immediate responsible for matters relevant to online registration / processing;
• Authorized representative of the company (Liaison) for government agencies;
• Monitors and timely process renewal/application of Flag-state certificates for embarking officers thru NMA (Norwegian Maritime Authority) and Singapore MPA (Maritime Port Authority);
• Request for payments of Flag Stage documents application via approved payment system;
• Monitors expiring CRA (Certificate of Receipt of Application) or ROA (Receipt of Application) of pending flag-state applications for onboard seafarers;
• Prepares reports as required by tasks

• Bachelor’s degree in Business or Management, or its equivalent;
• At least (1) year experience in relevant field (crewing industry) is an edge;
• Proficiency in using Microsoft tools including MS Word, Excel, and Powerpoint;
• Works well under pressure, takes ownership of work and ensures exceptional follow through and has keen eye for details;
• Able to multitask and work independently as well as part of a team