Analyst, Crewing Officer at Tetra Maritime

Role Summary

• The Crewing Analyst will play a critical role in the day-to-day coordination of TMS Global’s vessel and crew operations, with primary responsibility for the end-to-end management of crew changes, mobilisation and demobilisation activities.
• The role will coordinate all arrangements required to move crew safely and efficiently between their point of origin, airport, hotel, port and vessel.
• This includes managing embarkation and disembarkation, travel itineraries, flights, local transportation, hotel accommodation, boat transfers, local flights, TWP processing, immigration-related documentation, local network arrangements and all associated crew change records.
• In addition to crewing responsibilities, the Analyst will provide operational coordination and administrative support to the Technical and Stores functions, assisting with vessel requirements, procurement and delivery of stores, technical service arrangements, contractor and technician movements, and follow-up of outstanding vessel requests.

Key Responsibilities
Crewing & Crew Change Operations:

• The Crewing Analyst will be responsible for coordinating the end-to-end movement and welfare logistics of crew, from the point of mobilisation through embarkation and ultimately disembarkation.
• The role requires close coordination with vessels, crew members, travel agencies, hotels, transport providers, boat operators, local flight operators, immigration personnel and other relevant stakeholders.

Crew Embarkation & Disembarkation:

• Coordinate the embarkation and disembarkation of crew in line with approved crew change schedules.
• Prepare and maintain crew change plans, ensuring all required arrangements are completed ahead of crew movement.
• Coordinate with vessel Masters, Chief Engineers, Port Agents and other relevant stakeholders on crew joining and signing-off arrangements.
• Confirm crew readiness and ensure all required documents are available before mobilisation.
• Monitor crew movements from their point of departure through arrival at the vessel.
• Coordinate signing-on and signing-off documentation and ensure relevant records are properly maintained.
• Follow up on delays, cancellations, changes or other issues affecting crew movement and escalate promptly.
• Ensure crew changes are executed safely, efficiently and within agreed timelines.

Travel & Itinerary Coordination:

• Coordinate crew travel arrangements in accordance with approved mobilisation and demobilisation plans.
• Promptly follow up on flight itineraries, flight confirmations, tickets and travel schedules.
• Monitor changes to flight schedules, cancellations, delays and rescheduling.
• Ensure crew members receive their complete travel itinerary and joining instructions in good time.
• Coordinate international and domestic travel requirements for crew.
• Arrange local flights where required for crew movement.
• Coordinate airport assistance for arriving and departing crew.
• Ensure appropriate personnel are available to receive, guide or assist crew at airports where required.
• Maintain accurate records of all travel arrangements and changes.

Hotel & Accommodation Arrangements:

• Arrange hotel accommodation for crew in accordance with approved travel and operational requirements.
• Confirm hotel bookings and check-in/check-out arrangements.
• Provide crew with relevant accommodation details and instructions.
• Coordinate with hotels regarding early check-in, late check-out, room extensions and other special requirements.
• Follow up promptly on any accommodation issues affecting crew.
• Ensure accommodation arrangements are aligned with crew flight and vessel schedules.

Local Transportation:

• Arrange local transportation for embarking and disembarking crew.
• Coordinate airport-to-hotel, hotel-to-port, port-to-airport and other required transfers.
• Arrange vehicles based on crew numbers, luggage requirements and operational timelines.
• Coordinate with approved transport providers and drivers.
• Confirm pick-up times, locations and contact details with crew and drivers.
• Immediately escalate transportation delays, breakdowns or other disruptions.

Boat Transfer Arrangements:

• Arrange boat transportation/transfers for crew movement between shore and vessel where required.
• Coordinate boat schedules with vessel movements, port requirements and crew change timelines.
• Liaise with boat operators, vessel personnel and relevant port/operations teams.
• Confirm crew transfer times, boarding locations and required documentation.

Local Flight Arrangements:

• Coordinate domestic/local flights required for crew mobilisation and demobilisation.
• Confirm flight availability, schedules and passenger details.
• Ensure tickets are issued and shared with technical managers within the required timeframe.
• Monitor flight changes and make alternative arrangements where necessary.

TWP Coordination:

• Coordinate the preparation and processing of TWP (Temporary Work Permit) documentation for crew and other personnel where applicable.
• Collect the required information and supporting documents from crew.
• Review submitted documentation for completeness and accuracy before processing.
• Monitor TWP processing status and follow up on outstanding applications.
• Monitor validity and expiry dates and initiate renewal processes within the required timeframe.
• Ensure all TWP-related records are properly filed and easily retrievable.

Local Network & Communication Arrangements:

• Coordinate the provision of local communication/network arrangements for crew where required.
• Arrange local SIM cards, mobile network connectivity, data packages or other approved communication requirements.
• Maintain records of SIM cards, network arrangements and other issued communication resources.

Communication & Follow-Up:

• Maintain regular communication with technical officers throughout the crew change process.
• Provide clear joining instructions covering flights, accommodation, transportation, meeting points, port arrangements and vessel transfer.
• Confirm receipt of travel itineraries and joining instructions.
• Conduct timely follow-ups with crew before departure, during transit and upon arrival.
• Respond promptly to crew queries and escalate matters requiring management intervention.

Emergency & Last-Minute Crew Change Support:

• Respond promptly to urgent crew change requirements.
• Assist with emergency crew replacements and short-notice mobilisation.
• Make alternative flight, hotel, transport or boat arrangements when original plans are disrupted.
• Coordinate last-minute changes with vessels, clients, agents and service providers.
• Maintain calm and effective communication during time-sensitive operational situations.
• Escalate critical issues immediately where they may affect vessel operations or client commitments.

Requirements

• Bachelor's Degree in Maritime Studies, Transport/Logistics Management, Business Administration, or a related discipline.
• 1-2 years' experience in crewing, marine operations, ship management, offshore operations, maritime logistics or a related environment.
• Good knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Strong administrative and document-management skills.

Benefits

• This is a unique opportunity to be part of a high-impact team at the heart of the business.
• The role offers exposure to strategic decision-making and the potential for career progression within the organization.