Cruise Job Documentation Executive – Staff Onboarding and Contracts

Job Summary

OceanGlide Cruises is seeking a meticulous and process-driven Cruise Job Documentation Executive to own the end‑to‑end documentation, onboarding, and contract administration lifecycle for shipboard staff. You will ensure every crew member joins our vessels fully compliant with maritime, immigration, and company standards—on time, every time. This role sits at the heart of our crewing operations, partnering closely with Talent Acquisition, Fleet HR/Crewing, Travel, Medical, and Legal/Compliance teams to keep our ships safely and smoothly staffed.

Key Responsibilities

• End-to-end onboarding coordination for all new hires, rehires, and rotational crew, ensuring timely collection, verification, and storage of all mandatory documents.


• Contract management: draft, issue, track, and archive seafarer employment agreements (SEAs) and addendums in alignment with MLC 2006, flag state, and company policies.


• Regulatory compliance: validate STCW certifications, flag state endorsements, medical fitness (including PEME), background checks, drug/alcohol screening, and vaccination records.


• Immigration & travel readiness: coordinate visas (e.g., C1/D, Schengen), work permits, Letters of Guarantee, and embarkation clearances with embassies, port agents, and travel vendors.


• Data integrity & systems: maintain accurate crew profiles, contract status, and rotation schedules in HRIS/ATS/crewing systems; generate crew manifests and compliance dashboards.


• Audit preparedness: organize and maintain audit-ready documentation for internal audits, flag state inspections, port state control, and external compliance reviews.


• Policy & process optimization: document SOPs, drive continuous improvement, and implement digitization/automation initiatives (e-signatures, self-serve portals, checklists).


• Stakeholder management: act as the primary point of contact for candidates, crew members, recruitment partners, and internal departments on all documentation-related queries.


• Issue resolution: proactively identify gaps, expiries, and discrepancies; escalate and resolve risks that could delay embarkation or cause non-compliance.


• Reporting & metrics: track SLAs, TATs, compliance rates, document expiries, and onboarding throughput; present weekly/monthly reports to HR and Operations leadership.

Required Skills and Qualifications

• Bachelor’s degree in Human Resources, Maritime Studies, Business Administration, or a related field.


• Strong understanding of MLC 2006, STCW, flag state requirements, and global immigration basics (especially for seafarers).


• Proven proficiency with HRIS/ATS/Crewing platforms, e‑signature tools (e.g., DocuSign/Adobe Sign), and advanced MS Excel/Google Sheets (VLOOKUP, Pivot Tables, data validation).


• Exceptional attention to detail and a zero-error mindset when handling sensitive, compliance-critical documentation.


• Excellent written and verbal communication skills with the ability to clearly explain documentation requirements to candidates with diverse backgrounds.


• High ownership, urgency, and organizational skills; able to manage large volumes and strict deadlines across multiple time zones.


• Working knowledge of data privacy/GDPR and secure document handling practices.

Experience

• 2–5 years of experience in HR Operations / Crewing / Maritime Documentation / Global Mobility / Immigration (cruise, offshore, shipping, or aviation industries preferred).


• Demonstrated experience handling seafarer contracts, medicals, visas, and certifications will be a significant advantage.


• Prior exposure to audit environments (internal, external, flag state, PSC) is desirable.

Working Hours

• Standard full-time role with flexibility to work early/late shifts or occasional weekends to support global vessel operations, sail dates, and urgent crew movements.


• Peak-period availability during embarkation cycles and large-scale deployment/relief rotations is expected.

Knowledge, Skills, and Abilities

• Regulatory Knowledge: MLC 2006, STCW, flag state documentation, global travel/visa norms for seafarers.


• Systems & Tools: HRIS/ATS, crew management systems, e-signature platforms, collaboration tools (e.g., Teams/Slack), and document management systems.


• Process Excellence: SOP creation, checklisting, workflow standardization, and continuous improvement methodologies (Lean/Kaizen mindset is a plus).


• People Skills: High empathy and service orientation; able to coach first-time seafarers through documentation with patience and clarity.


• Analytical Ability: Comfort with compliance dashboards, expiry trackers, and KPI reporting.

Benefits

• Competitive salary with performance-based incentives.


• Comprehensive medical insurance (including dependents, where applicable).


• Travel benefits & cruise privileges/discounts for you and eligible family members.


• Retirement/Provident Fund or equivalent region-specific savings programs.


• Learning & development: certifications, maritime compliance training, and career progression opportunities within Fleet HR/Crewing Ops.


• Global exposure working with multicultural crews, multiple flags, and international regulatory bodies.


• Hybrid/remote flexibility (where policy and location allow).

Why Join OceanGlide Cruises

• Play a mission-critical role that directly enables safe, compliant, and on-time ship operations.


• Join a high-growth, technology-forward HR/Crewing function that values automation, accuracy, and continuous improvement.


• Be part of a diverse, global team where your contributions are visible and measurable.


• Access to structured career paths across HR, Crewing, Compliance, and Operations.


• A culture that values integrity, accountability, and guest & crew safety above all else.

How to Apply

Send your CV/resume and a brief cover note to careers@oceanglidecruises.com with the subject line: “Application – Cruise Job Documentation Executive – [Your Name]”

Please include (if available):

1. Notice period / earliest joining date


2. Current and expected compensation


3. Experience with MLC/STCW/flag state documentation (brief summary)


4. HRIS/ATS/e-signature tools you’ve used


5. Two professional references (optional at application stage)

OceanGlide Cruises is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and crew.