License & Documentation Administrator

License & Documentation Administrator

Job Summary

We are looking for a detail-oriented and organised License & Documentation Administrator to manage licensing, certification, compliance documentation, and onboarding records for maritime crew, with a strong preference for candidates with experience in passenger cruise liners.

The role will involve coordinating crew documentation, tracking licences and certificates, supporting visa and immigration requirements, maintaining compliance records, and ensuring crew members have all necessary documentation in place before joining their assigned vessel.

The ideal candidate will have hands-on experience in cruise line operations, crew management, maritime HR, seafarer documentation, or marine compliance administration.

Key Responsibilities

• Manage and maintain crew licences, certificates, passports, visas, medical certificates, and other maritime documentation.
• Collect, review, verify, and maintain documentation required for passenger cruise crew onboarding and deployment.
• Track the validity and expiry dates of STCW certificates, seafarer documents, licences, passports, visas, medical certifications, and other mandatory credentials.
• Coordinate timely renewals of expiring licences, certificates, visas, and other crew documentation.
• Support immigration, visa, work permit, and travel documentation requirements for international crew.
• Ensure crew members meet applicable vessel, flag-state, company, and regulatory documentation requirements.
• Coordinate with crew members, HR, recruitment, crewing, marine operations, immigration agencies, and other stakeholders to resolve documentation gaps.
• Follow up proactively on missing, incomplete, incorrect, or expired documents.
• Support the crew onboarding and pre-joining documentation process, ensuring all requirements are completed before embarkation.
• Maintain accurate digital records, document trackers, databases, and crew files.
• Monitor documentation status and prepare regular compliance, expiry, and onboarding reports.
• Ensure all crew records are updated accurately and maintained in accordance with company procedures.
• Handle confidential crew, employment, immigration, and personal documentation securely.
• Assist with audits and documentation checks by providing accurate and up-to-date records when required.
• Manage multiple crew documentation activities simultaneously while meeting strict deadlines and vessel joining schedules.

Required Skills & Experience

• Previous experience in maritime documentation, crew management, seafarer administration, marine HR, immigration/compliance administration, or a similar role.
• Experience in a passenger cruise liner/cruise line environment is strongly preferred.
• Good understanding of seafarer licences, maritime certificates, crew documentation, and compliance requirements.
• Experience handling high volumes of crew or employee documentation.
• Strong MS Office skills, particularly MS Excel, Word, and Outlook.
• Excellent document control, record-keeping, and organisational skills.
• Strong attention to detail and accuracy.
• Excellent follow-up and coordination skills.
• Good written and verbal communication skills.
• Ability to manage multiple deadlines and documentation requirements independently.
• Ability to maintain confidentiality when handling sensitive crew and employee information.
• Comfortable working in a fast-paced, deadline-driven environment.

Preferred Candidate Background

Candidates with experience in the following environments will be preferred:

• Passenger Cruise Liners / Cruise Lines
• Cruise Crew Management
• Seafarer / Maritime Crew Administration
• Marine HR / Crew Operations
• Ship Management Companies
• Maritime Recruitment / Crewing Agencies
• Seafarer Licensing & Certification
• Immigration, Visa & Work Permit Administration
• Maritime Compliance
• Crew Documentation / Document Control
• Crew Onboarding & Deployment

Ideal Candidate

The ideal candidate will be a highly organised and detail-oriented professional with hands-on experience managing documentation for passenger cruise crew.

They should be comfortable working with large volumes of crew records, tracking certificate and licence expiries, coordinating visa and immigration documentation, and ensuring crew are fully documentation-ready before vessel deployment.

Candidates with direct experience working for or supporting passenger cruise liners, cruise operators, or cruise crew management teams will be strongly preferred.