Crew Change Coordinator (Chuyên viên đổi ca)

I. Position Overview
This position is responsible for supporting and coordinating daily crew change activities for offshore personnel, including travel arrangements, document preparation, roster updates, communication with personnel, and coordination with internal departments and service providers.
The role requires regular communication in English with clients, vendors, service providers, and foreign personnel. Therefore, good basic English communication skills are required.
II. Key Responsibilities
1. Crew Change Coordination - 60%
• Support the preparation and implementation of offshore crew change plans based on operational schedules and instructions from supervisors.
• Collect, check, and update crew change-related information, including personnel lists, travel schedules, visa status, medical certificates, training records, work permits, and crew change requests.
• Coordinate with Operations, HR, Logistics, service providers, travel agents, hotels, transport suppliers, and other relevant parties to support smooth crew change arrangements.
• Arrange flights, transportation, accommodation, and related services for personnel travelling to and from offshore facilities.
• Monitor crew movement and travel status, including flight changes, delays, cancellations, no-shows, and other issues. Report problems to supervisors and support necessary adjustments.
• Communicate with personnel before, during, and after crew change to provide information and support related to travel schedules, documents, baggage, transit, and other operational matters.
• Check required documents before personnel mobilization, including valid passport, visa, work permit, medical certificate, training certificate, and other offshore access requirements.
• Update rosters, personnel records, crew change tracking files, and travel schedules. Prepare basic reports and summaries as required by supervisors.
2. Cost and Payment Support - 20%
• Receive, check, and summarize invoices related to crew change activities, including airfare, accommodation, transportation, visa/work permit fees, and other service expenses.
• Prepare and submit payment documents to the Finance/Accounting team in accordance with company procedures.
• Update and monitor crew change-related expenses to support cost control and budget tracking.
3. Other Responsibilities - 20%
• Support the team in improving crew change files, tracking templates, reporting formats, and working procedures.
• Prepare and follow up required documents, including visa applications, work permit documents, offshore access permits, invitation letters, and other relevant paperwork.
• Perform other tasks assigned by supervisors or management.