Crew Officer

Title: Crew Officer
Department: Hotel Department
Reports to: Purser
Employer: Leading international cruise line

Primary Function:

Responsible for general crew administration to include payroll, administration of crew files, crew berthing and crew documentation. Responsible for performing the task of clearance of the ship including updating of port papers according to the specific port requirements. Overall maintains responsibility for the daily Crew Office operations.

Major Responsibilities:

* Indicates for Vista Class where there are two Crew Officer’s, the distinction for the Crew Officer that does not work in the Crew Office, is responsible for port papers and clearance of the vessel.

1. General oversight of Crew payroll administration, Crew Office operations and ship documentation for clearance of vessel.
2. * Clear vessel in a timely manner, to include immigration/customs procedures for crew and guests and the preparation of port papers and information. Prepare and clear immigration/customs for repatriating and joining crew members.
3. * Prepare and send when required Estimated Time of Arrivals (ETA's), Electronic Notice of Arrival/Departures (ENOA/D), Landing Manifests, required pre- and post port reports and manifests.
4. * Keep all crew passports; responsible for their validity and the validity of crew visas.
5. * Complete Seaman’s Books for crewmembers and related administration, including sign on/off processing. Ensure all crewmembers are in compliance with upcoming itineraries’ requirements.
6. Ensure that all Officers and Crew have the required training certificates, certificates of competency and licenses as required by the employer and maritime law.
7. * Communicate with shipboard management and Corporate Office regarding all crew matters including repatriation/embarkation information, travel arrangements, documentation requirements.
8. Communicate with shipboard management and Corporate Office regarding all crew matters including payroll and related administrative issues (as per below regarding allotment, remittance, etc), TOP and function changes.
9. Maintain computerized crew data in Fidelio systems including demographics, personal effects, documents, and function changes. Maintain associated reports, crew breakdown, and T.O.P. Ensure timely communication with the Purser, Crew Purser and Corporate Office regarding possible data discrepancies.
10. Book all payroll premiums, deductions, corrections and other manual payroll entries in Fidelio system. Process and administer repatriating crew payroll. Ensure month-end payroll processing is completed & reported in a timely manner.
11. Perform scheduled paydays for all crew ratings and provide Daily Draws for all officers/entertainment staff.
12. Ensure all SEA-Wire and Direct Deposit information is relayed to the Payroll Department and follow up on any issues that may arise.
13. Process Allotment, Remittance (Indonesian) and MPO (Filipino) monies as required, maintain accurate records in System and submit corresponding files to Corporate office (& UPL, SBI) for processing. Follow up on any issues that may arise.
14. Monitor the daily and weekly working hours of all crewmembers onboard through the Time and Attendance modules.
15. Process monthly Insurance (INS) and Short Term Disability (STD) reporting.
16. Interpret and advise Officers and Crew regarding Shipboard policies/procedures and benefits, in conjunction with Human Resources Manager (depending on issue).
17. Manage the Crew Office and ensure compliance with set opening hours. Ensure services are provided to crew - including but not limited to: selling stamps and posting crew mail, distribution of received crew mail in a timely manner, maintaining the crew video library, crew security boxes, provide general monetary service to crew as well as foreign currency exchange (Global Foreign Currency program) as determined by itinerary, and responding to crew questions and concerns.
18. Supervise, direct, and train as necessary any/all employees assigned to the Crew Office operation. Ensure monthly performance is documented (rating card).
19. In all cash handling duties, ensure that cash is handled by everyone in the Crew Office in a manner consistent with established policies and procedures.
20. Manage crew berthing, including cabin assignments for newly embarked crew.
21. Under the direction of the Purser, work with the Night Audit Officer if needed/required to assist with specific projects or situations.
22. Perform other duties as assigned including Health, Employee Safety and Security tasks.

Hiring Criteria

• Requires College or University degree/diploma in Administration/Accounting, Hospitality, or related field. International equivalent suffices.
• Minimum 1 year experience in the Hospitality Industry (or equivalent education) showing progressive growth in responsibility.
• Able to work well and communicate effectively with shipboard personnel.
• Ability to multi-task and handle constantly changing priorities.
• Leadership, training and organizational skills demonstrated through past experience. Ability to keep information confidential at all times.
• Strong communication skills including written and verbal English communication.
• Working knowledge of computers and the ability to navigate within a variety of software programs such as Excel, Word and PowerPoint. Working knowledge of database programs and the ability to work in these types of programs proficiently.

Note: Other duties as assigned included and not limited to Health, Environmental, Safety and Security responsibilities.