Documentation Supervisor

Job Purpose:

• Documentation Supervisor is crucial for efficient crew management operations, ensuring compliance with maritime regulations and industry standards. Collaborating with the Senior Crewing Manager, the role focuses on continuous improvement in crewing processes.

Key Accountabilities & Responsibilities:

• Fulfillment of Crewing Activities: Ensure the smooth day-to-day crewing activities to meet overall company targets.
• Visa Application Oversight: Manage and supervise the entire visa application process, from application submission to approval,
• Supervision of Unit Operations: Oversee unit operations to ensure compliance with policies, procedures, and internal controls.
• Task Delegation: Set and delegate day-to-day tasks to achieve operational objectives.
• Process Streamlining: Streamline processes for a positive crew experience and improved retention.
• Stakeholder Relationships: Maintain meaningful relationships with internal and external stakeholders for effective crew service delivery.
• KPI Tracking: Identify and track team Key Performance Indicators (KPIs) for operational efficiency.
• Issue Resolution: Address escalated crew issues effectively.
• Training and Change Management: Develop and deliver training programs for staff affected by process changes and manage change effectively to ensure smooth transitions.
• Documentation: Create and maintain comprehensive documentation of processes, changes, and improvements for reference and audit purposes.
• Performance Monitoring: Implement systems for monitoring and reporting on the performance of optimized processes, ensuring sustained improvements over time.

Qualifications, Knowledge and Skills

• Education: Bachelors degree in business administration, Management, or a related field.
• Industry Knowledge: In-depth knowledge of the industry in which they operate, such as maritime, aviation, or oil and gas. Understanding industry regulations, standards, and specific requirements related to crewing is crucial.
• Experience: Minimum of 3 years in leadership roles handling crewing operations.
• Technical Skills: Highly proficient in MS Office Suites (Excel, Word, Outlook, PowerPoint)
• Technology Proficiency: Familiarity with process improvement tools and technologies. Experience with process mapping software is a plus.
• Process Oriented: Demonstrated ability to approach tasks with a process-oriented mindset, emphasizing efficiency, consistency, and continuous improvement.
• Process Efficiency Identification: Proven capability to identify and address process inefficiencies, contributing to streamlined operations and improved overall efficiency.
• Communication Skills: Excellent communication skills to effectively interact with crew members, management, and other departments. This includes the ability to conduct briefings, handle crew concerns, and facilitate clear communication.
• Organizational Skills: Strong organizational skills to manage crew schedules, documentation, and various administrative tasks efficiently.
• Leadership Skills: Leadership qualities to oversee a team of crewing professionals and collaborate with other departments. This includes the ability to motivate and inspire the team.
• Problem-Solving Abilities: Ability to handle unexpected challenges, emergencies, and incidents involving crew members with a calm and effective approach.
• Analytical Skills: Strong analytical and problem-solving skills with the ability to critically evaluate complex processes and systems.