Crewing Administrator

Crewing Administrator
Full-Time, Permanent
Barrow in Furness or Glasgow (Hybrid Working)

The Role:
As a Crewing Administrator, you will provide accurate, responsive, and professional administrative support to the James Fisher Crewing team, playing an important role in ensuring the smooth delivery of crewing operations across the fleet.

Working closely with the Senior Crewing Officer and wider Crewing team, you will support a range of activities including crew change administration, maintaining certification and personnel records, managing documentation, and delivering general administrative support. This role offers an excellent opportunity to gain exposure to the maritime industry and develop a strong understanding of vessel crewing operations.

Designed as an entry-level pathway into maritime crewing, the position provides structured development and hands-on experience in areas such as crew logistics, regulatory compliance, seafarer welfare, and fleet personnel management. The successful candidate will be encouraged to build their knowledge of key maritime regulations, including STCW, MLC, and relevant seafarer union agreements, supporting their long-term career progression within the industry.

This role is integral to James Fisher's commitment to the effective administration, support, and management of seafarers serving across our fleet, helping to ensure operational excellence and high standards of compliance.

What you’ll be doing:                                        
Crew Planning & Administration

• Maintain accurate and up-to-date crew personnel records within the crewing management system.
• Update and maintain relevant crewing data across company systems, including SIRE and AMOS.
• Process and maintain seafarer expense records in line with company procedures and applicable union agreements.
• Coordinate and administer internal and external drug and alcohol testing requirements.
• Provide day-to-day administrative support to ensure the smooth operation of crewing activities.

• Monitor and track the validity of seafarer certificates, licences, medicals, passports, visas, and mandatory training.
• Support the verification of certification and compliance requirements with relevant authorities.
• Liaise with seafarers regarding certification renewals, training needs, and compliance requirements.
• Maintain accurate electronic personnel files in accordance with company procedures and regulatory standards.
• Assist in ensuring compliance with maritime regulations, industry standards, and company policies.

• Act as a first point of contact for crewing and compliance-related enquiries.
• Provide guidance and support on flag state documentation and company training requirements.
• Promote a positive crewing experience and support seafarer welfare initiatives.
• Build and maintain professional relationships with seafarers, vessels, and key stakeholders.
• Communicate effectively with crew and vessels to support operational requirements.

• Assist with the preparation of crewing reports and management information.
• Support internal and external audits by ensuring personnel records are accurate, organised, and readily available.
• Contribute to departmental projects and continuous improvement initiatives.
• Provide administrative support across the wider Crewing function as required.

• Arrange flights, accommodation, visas, ground transportation, and other travel requirements for joining and departing seafarers.
• Ensure travel arrangements are cost-effective, compliant, and aligned with operational requirements.
• Monitor crew movements and provide support in response to travel disruptions or changes.
• Communicate joining and sign-off details to vessels, crew members, and relevant stakeholders.
• Coordinate immigration and visa requirements for worldwide crew changes.
• Support the preparation of employment documentation, including Seafarer Employment Agreements (SEAs), in line with MLC requirements and applicable union agreements.

As part of your development, you will gain exposure to the responsibilities of a Crewing Officer, providing annual leave cover and supporting crewing activities under guidance. This will offer valuable experience in crew planning, logistics, compliance, and stakeholder management, helping you build a long-term career within maritime crewing.

What we’re looking for:
The ideal candidate will have a genuine interest in building a career within maritime crewing and crew management. They will be enthusiastic, motivated, and eager to learn, with a strong commitment to delivering excellent service and support to seafarers and internal stakeholders.

You will be a highly organised individual with a positive attitude, strong work ethic, and a willingness to take on new challenges. In return, you'll gain valuable exposure to all aspects of maritime crewing, with structured development opportunities to support your long-term career progression within the industry.

• Previous administrative experience in a fast-paced office environment is desirable.
• Strong organisational skills with the ability to manage multiple priorities and deadlines effectively.
• Excellent attention to detail, with a commitment to maintaining accurate records and documentation.
• Strong written and verbal communication skills, with the confidence to engage professionally with colleagues, seafarers, and external service providers.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Comfortable working with business systems and maintaining electronic records.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• A proactive and adaptable approach, with the ability to remain calm and organised when plans change at short notice.
• Strong problem-solving skills and a willingness to take ownership of tasks.
• A collaborative, customer-focused mindset with the ability to build positive working relationships across a range of stakeholders.
• An interest in developing an understanding of maritime operations, crewing processes, and regulatory requirements.
• Willingness to learn and develop knowledge of maritime legislation, including STCW, MLC, and applicable union agreements.

• Previous experience in a crewing, logistics, travel coordination, HR administration, compliance, or recruitment administration role.
• Experience coordinating travel arrangements and supporting operational activities.
• Experience maintaining databases or personnel management systems.
• Exposure to regulated industries where compliance and accurate record-keeping are essential.

• Competitive benefits tailored to the division
• Opportunities for career growth and visibility across the organisation
• A supportive, inclusive culture that values your idaas and contributions
• Work that truly makes a difference in safety, innovation, and global capability

About Us:
James Fisher is a global engineering services company operating across Energy, Defence, and Maritime Transport. With a strong heritage in maritime operations, we now deliver innovative solutions in challenging environments. Our One James Fisher strategy is focused on building a unified, sustainable business within the Blue Economy, driving progress through technology, expertise, and collaboration.

With two centuries of maritime shipping and innovation, James Fisher is a trusted partner in the safe and efficient movement of the world’s critical resources. As a market leader in ship-to-ship transfer and coastal shipping, we help customers protect people, cargo and infrastructure while shaping the future of global maritime transport. You can find out more about Maritime transport here

Visit our website at: Home | James Fisher and Sons plc
For more information about our values and behaviours, follow the link: About us | James Fisher and Sons plc

If this sounds like the ideal next step in your career, then click ‘apply’ now!  

Due to the volume of applications, we receive for our vacancies, on occasion applications may close before the deadline, so please apply early to avoid disappointment. 

At James Fisher and Sons, we are committed to taking positive action on diversity and strongly encourage applications from candidates of all backgrounds. We are proud to be a Disability Confident employer and recognise that our success is driven by the talent and diversity of our workforce.