SUMMARY:

Responsible for the day-to-day communication and logistics associated with manning TOTE Services’ managed fleets with qualified crew members. This includes vetting mariner documents, communication with union halls as well as mariners directly, and working with travel partners and vessel master’s to arrange the coordinated movement of mariners domestically and internationally.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: other duties may be assigned 

Crewing 

• Places job orders for unlicensed crewmembers according to union shipping rules
• Validates vessel schedules, coordinates crew changes with masters and Directors of Ship Management (DSM)
• Verifies mariners presented by unions are qualified; vets all documentation, seeking approval from Human Resources or Labor Relations as needed.
• Schedules, as necessary, MSC physicals, all crew transportation. 
• Responsible for accurate entry of mariner data into Nautical Systems Enterprise (NSE) and Mariner Ship Management Tool (MSMT); coordinating with payroll department and vessel masters as needed.
• Coordinates crew arrivals and departures with vessel agents, ensuring all required paperwork, visas, and approvals are completed.
• Calculates Cash in Lieu (CIL) as requested by disembarking mariners. 
• Participate in on-call rotation. 

Administration 

• Processes mariner expense reports in a timely manner related to assigned vessels to ensure reimbursement within 30 days of receipt. 
• Sea Service Letters, Employment Status Letters, or other Data Verifications are sent as requested.
• Serves as administrators for Unlicensed Evaluations received by vessel master’s according to SIU Evaluation procedures; documents forward to DSMs as appropriate and filed within NSE.
• Responsible for filing signed and completed SASH documents for mariners and cadets and requesting annual completion of ADM- 012, Disclosure and Annual Certification of Compliance for Masters 
• Maintains department files in shared department inboxes for travel and expense reports, shared calendars, drives, NSE and MSMT.
• May be requested to travel to support in administrative duties for vessels undergoing crew turnover”
• Other duties as assigned. 

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE:

High school diploma: one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write business correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKI LLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and apply common sense understanding to carry out instructions furnished in a variety of written, oral, diagram, or schedule format.

OTHER SKILLS and ABILITIES:

Accurate typing, knowledge of word processing and spreadsheet software, and travel arrangements. Good filing and organizational skills. Neat penmanship and pleasant telephone personality.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle correspondence, or type; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision to proofread and review reports and employment records, and the ability to adjust focus to computer terminal.

 WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days’ vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offere an annual discretionary bonus (based on eligibility). 

TOTE Services is an Equal Employment Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, ancestry, gender, gender identity, age, religion, marital, veteran, or citizenship status, sexual orientation, national origin, the presence of any sensory, mental or physical disability, or any other basis prohibited by local, state, or federal law. Disabled applicants may request a reasonable accommodation at any point in the employment process. The Company is a drug-free workplace and pre-employment drug testing is required. We are committed to diversity.

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