Crew Administrator - Luxury Cruise Ship

Oceania Cruises is the world’s leading culinary- and destination-focused cruise line. The line’s seven small, luxurious ships carry a maximum of 1,250 guests and feature the finest cuisine at sea and destination-rich itineraries that span the globe. Expertly curated travel experiences aboard the designer-inspired, small ships call on more than 600 marquee and boutique ports in more than 100 countries on 7 continents on voyages that range from 7 to more than 200 days. The brand has a second 1,200-guest Allura Class ship on order for delivery in 2025. With headquarters in Miami, Oceania Cruises is owned by Norwegian Cruise Line Holdings Ltd., a diversified cruise operator of leading global cruise brands which include Norwegian Cruise Line, Oceania Cruises and Regent Seven Seas Cruises.

** Ship Experience essential for this role **

MAIN RESPONSIBILITIES

• Assist the Crew Purser with the Administrative Duties of the Crew Office
• Ensure accurate crew data entry in MXP MAPS Human Resources System;
• Ensure accurate crew data for crew position, cabin assignments etc. in Fidelio and MXP MAPS systems;
• Assist Crew with basic enquiries during the Crew Office hours;
• The Crew Administrator will not be involved with any payroll related duties, queries etc.

Guest Experience

• Demonstrate a genuine concern for guests' wellbeing at all times AND Pro-active approach to problem solving

Crew Experience

• Demonstrate a genuine concern for crew's wellbeing at all times AND pro-active approach to problem solving
• Treats crew members as the internal customer

Operational and Administrative

• Assist Crew Purser with crew sign on
• Prepare passport labels, seaman's book labels and yellow fever envelopes and labels for crew sign ons & label on receipt.
• Crew photos in MXP, MAPS and Fidelio for sign on crew.
• Prepare and print crew passes, cabin keys (key only) for when more than 10 crew signing on.
• Filing of passports etc. and crew paperwork after sign ons.
• Prepare name tags for sign ons, berthing cards for crew sign ons.
• Prepares sign on area with chairs etc. when over 10 signs ons and arranges refreshments with F&B Dept.
• Assist with crew sign offs AND Prepare sign off packages
• Removal / filing of paperwork from files for crew sign offs
• Un tick Sign off tab in MXP
• Check Crew out of Fidelio.
• Balance MAPS Active Crew Report and Fidelio each evening
• Print & deliver hard copy crew manifests to the Bridge prior to sailing
• All Data Entry in MXP MAPS: Personal Details; Address, Tel # and e-mail address; Address, Tel # of Emergency Contact; Passport details; Seaman's Book - National and State Flag; C-1/D, and MVC visas; Review crew photos in Fidelio, MAPS and MXP and retake if necessary; Position changes in MAPS for Non OCI crew
• All data entry in Fidelio: Passport; Personal details; Address; Benefit package; Ops numbers as they change; Update Cabins #s;
• Review MXP data entry on a monthly basis to ensure compliance with VOM 13.03.21 MAPS – Data Entry & Maintenance. Standardization for data entry MXP.
• Monthly send out reminder for crew to check crew effects from Fidelio Crew Effects List.
• Prepare Crew Landing forms.
• OCI Uniforms requisitions for sign ons.
• ICS flights from ICS database.
• OCI flights to OCI crew
• Advise Department heads of position changes.
• Assist Crew Purser with passport / seaman's books distribution, passport / seaman's book checklist after hand out / return
• Assist Crew with general enquiries during Crew Office Hours
• Take crew cabin maintenance requests
• Receive crew mail, charge crew and ensure mail is taken to reception to be sent daily
• Print I-95 crew passes for USA and Crew shore passes.
• Assist at full crew immigration inspections checks.
• Assist escorting crew signs off through Customs in terminal in USA.
• Weekly inspection of crew berthing cards, replacing missing / defaced cards.
• Maintain Crew Time Sheets Binder.
• File Crew Micros/Symphony checks and clear out after 3 months.
• Distribute incoming crew mail to Department Heads.
• Assist with Crew Welfare activities but no need to attend meeting - stay in office for Crew Office hours.
• Prepares and prints Crew Port Calendar.
• Create and Update Crew Welfare Committee member’s poster and Crew Birthday cards.
• EOC Comment card data entry.
• Summarizes Crew Positive comments and posts on crew board.

Finance

• Route bar Charges in Fidelio to Invoice #3 for those with bar allowance.
• Assign Default payments of Cash or Deducted from payroll for sign on crew.
• Run Crew open balance report to check default payment assignments.
• Add Credit Limits in Fidelio for Non OCI Crew.
• Close Postings on crew accounts for crew with zero invoice at EOM after instruction from Crew Purser.
• Reviews crew open balance report to monitor crew spending
• Sell foreign currency to crew.
• Provide US $ change for Crew.
• Take cash payments for crew accounts during crew hours.
• Research and resolve Crew Account Queries.

Education

• Systems: MS Office Suite, Fidelio Cruise including (but not limited to) modules: Cruise Management, Data Import, US Customs APIS, Quick Check In, Micros Fidelio / Symphony POS, MXP

** Must have previous ship experience in same / similar role, crew office operations preferred

*** Understanding of highest level of service

**** Very professional, excellent appearance 

***** Excellent administration skills, perform well under pressure, be well organised 

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