● Handling of clients with crewing needs (Endorsements, COC’s, etc), in a proper and professional way, including acknowledgement of receipt of messages, telephone calls and faxes.
● Coordinating with the Finance department concerning quotations and payments for such services.
● Proceeding with the verification of COC and GMDSS in order to issue the full-term endorsements under appropriate Flag.
● Preparation of provisional endorsements and crewing documentation.
● Following-up with the respective entities on the full terms to be issued.
● Keeping the electronic file and hard copies file up to date with the Administration Office.
● Handling of Department’s external Documents
● Handling Registration procedures for overall process/issuance of WRC/BCC/CLC
● Managing the selection and recruitment of all seafarers, in accordance with the SMS procedures.
● Checking application forms and previous Company's records for each seagoing personnel prior to engagement and deal with the same after engagement.
● Verifying that the qualifications and experience of new recruits are genuine.
● Ensuring the control/monitoring of documents and certificates of embarking seagoing personnel.
● Maintaining Crew lists of current manning in respect of each vessel.
● Handling of clients covering their registration needs and forwarding their request for other services within the group or office accordingly.
● Vessel Registration covering all aspects of provisional, permanent, and post-registration issues. Keeping track of all validation dates together with the accounting department
● Keeping in connection with the Flag State Administrations all Registration files, electronically and/or hard copies in order.
● Visiting clients, assist in the preparation of documents and legalization at Consulates, Apostille, etc.
● Handling of Department’s external Documents
● Handling Accounting procedure for prepare/issuance of SO/AP invoices/AR invoices/PO/Q3/SOA
● Handling of the front desk, receiving faxes, couriers, phone messages, assisting clients, suppliers in a proper manner. Assure that all documents leaving the office contain an Acknowledgement of Receipt letter.
● Running errands including but not excluding, banks, mail, upper management, clients.
● Request supplies for the office and keeping complete stock.
● Bachelor's Degree in Shipping Management, Business Administration, or equivalent experience in a Shipping Company
● At least two years previous experience in relevant position
● Proficient with Microsoft Office Suite or related software.
● Fluency in English
● Excellent time management skills with a proven ability to meet deadlines.
● Excellent verbal and written communication skills.
● Excellent interpersonal and customer service skills.
● Excellent organizational skills and attention to detail.
Istanbul, Turkey
