Crew Support Assistant Fleet

Hoegh Autoliners is a people-driven company with the belief that businesses should not only be forming lasting services but also lasting careers. We want to work with people who are incredibly team-oriented, jump head-first into a challenge, and always maintain a high-bar for excellence.

If that sounds like the type of team you want to join, we can't wait to meet you!

A Little About Us

Höegh Autoliners is a global leader in Ro/Ro deep sea transportation services. The company owns and operates approx. 50 Pure Car and Truck Carriers (PCTCs) in global trade systems, making around 3 000 port calls yearly. Managed from a worldwide network of around 20 offices, our main customers are major manufacturers of new cars, heavy machinery and other rolling stock. Höegh Autoliners is also a leading carrier of second-hand vehicles.

A Lot About You

You are comfortable in working within several systems and applications, and your strength burns in data management. As a Crew Support Assistant, you are responsible for ensuring that all pertinent data of seafarers of vessels are encoded, updated and assists in monitoring OCS entries. You have a keen sense of quality mindset, good attention to details, organized and prompt. You will be a key contributor in the day-to-day operations and, and participate in team collaboration across the organisation.

Main Responsibilities

• Responsible for three (4 including 1 HFSC manned) assigned vessels under Fleet 2 and provide support in handling vessels across other fleets, as needed.

• Support the execution of crew change plans for the assigned vessel in accordance with approved schedules and operational needs.

• Monitor execution timelines for assigned vessels, proactively identifying issues and escalation to the CSO/Team Lead.

• • Coordinate with internal stakeholders (e.g., Crew Operations, CQA, Crew Auxiliary) to confirm seafarer readiness for deployment and address documentation gaps.

• Assist in day-to-day Crew Support documentation and travel processes for team assigned vessels, ensuring completeness and timely preparation of requirements.

• Prepare deployment documentation and travel requirements for embarking seafarers:

• Contract of Employment

• Flag State Endorsements

• Visa-US Visa and joining visa
• Certificate of Proficiency (COP)
• Certificate of Competency (COC)

• Other ad-hoc documentation

• Arrange travel requirements for embarking & disembarking seafarers:

• Check and monitor vessel schedule to align flight details for proper escalation and approval of flight.

• Booking request with submission of OEC
• Provide necessary details (i.e. ETPO) to travel agency for flight booking request.

• Arrange long layover allowances for embarking crew and disembarking crew as approved by Crewing Manager

• Prepare the final checklist of all travel documents, contracts, and certificates for proper embarkation and crew dispatch.

• Check and validate offsigners documents in preparation for next employment as endorsed by the Crew Manager.

• Coordinate with the Master regarding receipt of onboard processed contracts – extension & promotion & other ad-hoc documents
• Support in the review and validation of contract details prior to DMW processing in coordination with the Liaison Officer.

• Support in the validation of deployment documentation and travel data prior to and after encoding in the HR system.

• Monitor and ensure compliance with updated visa requirements, coordinating necessary documentation and requirements of processing.

• Support in ensuring that seafarers 201 files are updated, and properly & securely filed in accordance with company records management policy.

• Assist in the regulatory and visa processing of seafarers and joining supernumeraries:

• In filing for expedite processing with MARINA by providing necessary documents

• Securing U.S. Visa requirements through securing appointments and briefings
• Meeting the documentary, travel requirements for joining supernumeraries.
• Support in the administration of the shared hfsp.travel@hoegh.com shared mailbox by monitoring and proper dissemination.
• Support workload requirements during peak periods or operational needs to sustain uninterrupted Crew Support services.

Minimum Qualifications

• Completed any 4-year university/college degree
• Preferably with relevant experience in maritime crew documentation and processes

We believe that building and sustaining a diverse and inclusive environment for working and learning leads to a better workplace, better ideas and more inspiring conversations.