Crew Administrator

 Job Summary

• Assume personal responsibility for safety and NCLH’s impact upon the environment.
• 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

Responsibility and Authority

• Guest Experience
  • Demonstrate a genuine concern for guests' wellbeing at all times;
  • Pro-active approach to problem solving;
• Crew Experience
• Demonstrate a genuine concern for crew's wellbeing at all times;
• pro-active approach to problem solving
• Treats crew members as the internal customer
• 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.
• Prepare 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.
• Prepare 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
• 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.
• Assist Crew Purser with 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.
• Print 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.
• 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.
• Creates and maintains a positive work environment;
• Promotes, participates in and actively suggests enhancements of the Signature Your World Service program.
• Will participate in crew and passenger safety drills according to instructions from ship’s command;
• Comply with company safety and pollution prevention regulations;
• 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 members poster.
• Crew Birthday cards.
• EOC Comment card data entry.
• Summarizes Crew Positive comments and posts on crew board.
•  
• Finance
• Training and Development
• Safety
• Operational and Administrative

Education and Experience

• 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
• Hospitality Background preferred;
• Travel industry and previous shipboard experience required;
• Experience in crew office operations preferred.
• Understanding of the highest level of service;
• Excellent administrative skills;
• Outgoing personality, open minded and flexible;
• Ability to work in an international environment;
• Ability to perform well under pressure;
• Excellent appearance and excellent social skills;
• Well organized;