Crew Administrator (M/F) - Seagoing Position

Mystic Ocean is an ocean cruise company based in Portugal, offering cruises along iconic destinations such as the Mediterranean, Baltic and North Seas. The company focuses on delivering value‑for‑money experiences and fostering a culture that builds enriching career paths for crew members.

Job Description

• Ensures the efficient clearance of Crew Members signing on and off through Customs and Immigration by fostering a diplomatic and productive relationship with the relevant officials. The Crew Purser is responsible for cabin allocation.
• In charge of the Crew Members sign‑on and sign‑off process, controlling immigration and sign‑on documentation such as Travel Documents (passports, Seamans books and visas).
• Ensures accuracy of employee records.
• Does all administrative tasks in the HR Office with regards to Crew Members Payroll, Cash advance, Overtime, etc.
• Timesheet and Timesheet Discrepancy control function.
• Is the contact person for all crew and staff members in case of problems and complaints regarding crew finances.
• Keeps track of all Payroll issues on board for crew in order to resolve all issues at the earliest possible opportunity.
• Ensures all systems (on board and shore side) are updated at all times with correct Crew Manifests and all relevant Crew Data, including but not limited to uploading of relevant documents; ensures a smooth operation with regards to Payroll, payment of wages, changes of bank details, expenses.
• Handles Crew Accounts and credit card settlements.
• Prepares sign‑off briefings 2 days prior to the sign‑off date of all crew, to inform them about the procedures, timelines and expectations. Most documents will be handed out already in this meeting to prevent delays on sign‑off.
• Maintains the confidentiality of all crew‑related information and cases.
• Is responsible for making arrangements for any required medical appointments as instructed by the onboard hospital.
• Forward all information about unscheduled sign‑off crew (termination, dismissal, resignation, work break, compassionate leave, end of contracts, medical leave) to Shore Side, Purser for clearance, and Asst. Crew Purser.
• Sign‑off/Disembarking Payroll in Adonis Personal Management System.

Qualifications

• Minimum of three (3) years’ experience in a hotel on land or two (2) years’ experience on board a cruise ship in a similar position required.
• Must be fluent in written and spoken English.
• Any additional foreign language is a plus.
• Excellent interpersonal and public communication skills.
• Must have advanced administrative skills (Microsoft Office, especially Excel). Knowledge in MXP and Adonis is a plus.
• Excellent accounting and organizational skills required.
• Must possess excellent leadership skills and the ability to interact with all levels of people.
• Must be knowledgeable in ISM/ISO, MLC and SQM matters.

Additional Information

Schengen visa desired.