Crewing Coordinator

At US Ocean, our success is rooted in our people. Rise to the challenges of marine transportation and logistics.

Department: Fleet Management

Reports To: Senior Director, Fleet Operations

FLSA Status: Exempt

Job Classification: Full Time

Location: Tampa, FL - on site (no remote)

Schedule: Monday through Friday, during regular business hours. Occasional work outside of these hours, including evenings or weekends, may be required to meet operational needs.

Supervisor Responsibility: None

Travel Requirements: 2%

This role is responsible for overseeing all aspects of vessel crewing, including coordination with unions, managing onboarding and credentialing processes, ensuring regulatory and company compliance, scheduling crew changes, and maintaining accurate personnel records. The position supports workforce planning, performance tracking, training coordination, and contributes to continuous improvement of crewing operations in alignment with HR, legal, and safety standards.

Duties and responsibilities for this position include, but are not limited to, the following:

• Oversees the crewing function for assigned vessels and assists with other vessels as requested.

• Coordinates with relevant unions for job calls and minor crewing issues.

• Collaborate with the Labor Relations Manager to respond to crew/union concerns.

• Ensure crewing practices and procedures are aligned with relevant company HR/Legal standards (in coordination with HR)

• Maintain records both in files as well as electronically.

• Initiate and complete the onboarding process for new hires and relevant documentation for returning crewmembers.

• Perform background checks for new employees according to established procedures.

• Validate shipboard personnel credentials by documentation inspections and by the USCG site

• Coordinates relevant training and tracking of training as needed (ex: NSAP and PCTC training)

• Coordinates crew change movements and assignments of all vessels.

• Continuous evaluation and oversight of vessel personnel performance documentation

• Enter track and maintain evaluation records for shipboard personnel.

• Arranges transportation for joining and departing personnel.

• Conduct vessel visits where/when economically possible.

• Process information into NS, Workday, and other systems for crewing

• Plan crew changes in advance as much as possible to ensure proper crew are maintained on all assigned vessels.

• Post updates and monitor job status with the different unions to ensure that qualified personnel are available on board all union vessels.

• Ensure all crewmembers are aware of their personal responsibilities in maintaining updated status on, and not limited to, visas, certificates, flag state endorsements, etc.

• Monitor, track, and schedule employee ongoing medical and new hire requirements

• Complete verifications of employment and unemployment information requests

• Ensure understanding of crewing sections of the SMS, suggest changes/updates as you feel appropriate/necessary, and participate in audits (internal and external) to represent the crewing function.

• Take on an active role in officers/leadership conference planning.

• High School Degree or equivalent

• 3-5 Years of relevant work experience

• Knowledge, Skills, and Abilities

• Ability to travel as necessary for projects

• Analytical and problem-solving skills, strong time management, project management, and decision-making skills.

• Ability to work well with others, strong interpersonal and communication skills.

• Self-starter, proactive with the ability to pivot and flex depending on position's demands.

Education:

• Bachelor's degree

• Experience in Maritime/Shipping industry

• Working experience with ABS Nautical Systems

• Workday HRIS system

• Working experience with Microsoft products such as:

  • Excel

  • Word

  • Outlook

• This role is primarily based in a professional office environment or remote workspace located on-site at the Tampa, FL facility. The workspace is temperature-controlled and equipped with standard office furniture and equipment (e.g., computers, phones, copiers).

• The position involves frequent interaction with internal departments, union representatives, and vessel personnel, which may require a high level of coordination and communication.

• Occasional visits to operational sites or vessels may be required. These environments may include exposure to varying weather conditions, elevated noise levels, or confined spaces and will require adherence to all applicable safety and PPE protocols.

• The role may involve participating in audits or inspections, including DNV or internal audits, which may be conducted in maritime or industrial environments.

• The noise level in the work environment is typically low to moderate, except during vessel visits or site inspections where hearing protection may be required.

Physical Demands:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands to finger, handle or feel, reach with hands and arms, and communicate verbally and in writing.

• The position requires extended periods of time working on a computer and using a phone.

• Occasional lifting or moving of objects up to 20 pounds may be required (e.g., office supplies, documentation boxes).

• During vessel visits, the employee may be required to climb ladders or stairs, board ships using gangways, and walk on uneven or slippery surfaces. These activities require proper coordination and physical capability, including balance and full range of motion.

• Domestic travel, including overnight stays, may be required up to 2% of the time. Travel may involve various modes of transportation, including air, car, and marine transport.

• The ability to pass any required medical fitness exams related to maritime travel and vessel boarding, including those mandated under maritime credentialing programs, may be necessary for vessel access.

All job functions are carried out in compliance with company health, safety, and environmental policies and applicable regulatory standards, including but not limited to OSHA, ADA, and the International Safety Management (ISM) Code.

This job description is not intended to be all-inclusive. The employee may be required to perform other duties to meet the ongoing needs of the organization. Job descriptions may be revised periodically to reflect organizational needs and/or compliance updates.

Equal Opportunity Employer/Veteran/Disabled

US Ocean. Your Mission. Our Momentum.