Crew Administrator

Assist the Crew Purser with the administrative duties of the Crew Office.

Responsibilities

• Ensure accurate crew data entry in MXP MAPS Human Resources System, including:
  • Personal details
  • Address, telephone number, and email address
  • Emergency contact details
  • Passport details
  • Seaman’s Book (National and State Flag)
  • C-1/D and MVC visas
  • Position changes for Non-OCI crew
• Ensure accurate crew data in Fidelio and MXP MAPS systems for crew position, cabin assignments, etc.
• Assist crew with basic inquiries during Crew Office hours.
• Guest Experience:
  • Demonstrate a genuine concern for guests' wellbeing at all times
  • Proactive approach to problem-solving
• Crew Experience:
  • Demonstrate a genuine concern for crew's wellbeing at all times
  • Proactive approach to problem-solving
  • Treat crew members as internal customers
• Operational and Administrative:
  • Assist Crew Purser with crew sign-on and sign-off processes
  • Prepare passport labels, seaman’s book labels, and yellow fever envelopes/labels for crew sign-ons
  • Upload crew photos in MXP, MAPS, and Fidelio for sign-on crew
  • Prepare and print crew passes and cabin keys (for groups of 10+ crew)
  • File passports and crew paperwork after sign-ons
  • Prepare name tags and berthing cards for crew sign-ons
  • Set up sign-on area with chairs and arrange refreshments with F&B Department for large sign-ons
  • Prepare sign-off packages and remove/file paperwork for crew sign-offs
  • Check crew out of Fidelio and untick the sign-off tab in MXP
  • Balance MAPS Active Crew Report and Fidelio each evening
  • Print and deliver hard-copy crew manifests to the Bridge prior to sailing
  • Review and retake crew photos in Fidelio, MAPS, and MXP if necessary
  • Update all data entry in Fidelio, including:
    • Passport details
    • Personal details and address
    • Benefit package
    • Ops numbers as they change
    • Cabin numbers
  • Review MXP data entry monthly to ensure compliance with VOM 13.03.21 MAPS
  • Send monthly reminders for crew to check crew effects from Fidelio Crew Effects List
  • Prepare Crew Landing forms
  • Handle OCI Uniform requisitions for sign-ons
  • Manage ICS flights from ICS database and OCI flights for OCI crew
  • Advise Department Heads of position changes
  • Assist Crew Purser with passport/seaman’s books distribution and checklist after handout/return
  • Take crew cabin maintenance requests
  • Receive, charge, and ensure crew mail is sent daily
  • Print I-95 crew passes for USA and crew shore passes
  • Assist at full crew immigration inspections and escort crew sign-offs through Customs in the USA terminal
  • Conduct weekly inspections of crew berthing cards, replacing missing/defaced cards
  • Maintain Crew Time Sheets Binder
  • File Crew Micros/Symphony checks and clear out after 3 months
  • Distribute incoming crew mail to Department Heads
  • Assist with Crew Welfare activities (no meeting attendance required)
  • Prepare and print Crew Port Calendar
  • Create and update Crew Welfare Committee members poster
  • Prepare crew birthday cards
  • Perform EOC Comment card data entry
  • Summarize crew positive comments and post on crew board
• Finance:
  • Route bar charges in Fidelio to Invoice #3 for those with bar allowance
  • Assign default payments (Cash or Deducted from payroll) for sign-on crew
  • Run Crew open balance report to check default payment assignments
  • Add credit limits in Fidelio for Non-OCI Crew
  • Close postings on crew accounts for crew with zero invoice at EOM after instruction from Crew Purser
  • Review crew open balance report to monitor crew spending
  • Sell foreign currency to crew and provide US dollar change
  • Take cash payments for crew accounts during crew hours
  • Research and resolve crew account queries
• Training and Development:
  • Create and maintain a positive work environment
  • Promote, participate in, and actively suggest enhancements to the Signature Your World Service program
• Safety:
  • Participate in crew and passenger safety drills as instructed by ship’s command
  • Comply with company safety and pollution prevention regulations

Requirements

• Proficiency in MS Office Suite
• Experience with Fidelio Cruise systems, including:
  • Cruise Management
  • Data Import
  • US Customs APIS
  • Quick Check-In
• Experience with Micros Fidelio/Symphony POS and MXP
• Hospitality background preferred
• Travel industry and previous shipboard experience required
• Experience in crew office operations preferred
• Understanding of the highest level of service
• Excellent administrative skills
• Outgoing personality, open-minded, and flexible
• Ability to work in an international environment
• Ability to perform well under pressure
• Excellent appearance and social skills
• Strong organizational skills