Job summary 

Polembros Seafarer Recruitment is looking for a detail-driven Documentation Officer to join our team.  As a Documentation Officer you will be responsible for crew documentation and regulatory compliance — from DMW contracts and MARINA certifications to Liberian Flag endorsements and visa processing.  

Responsibilities:  

• Prepare crew DMW contracts for processing in coordination with the Liaison Officer. 
• Prepare applications/renewal of DMW accreditation documents for Principal, vessels, manpower and salary scale. 
• Coordinate with MARINA regarding application/renewal and release of Certificate of Proficiencies, Certificate of Competencies, and Seaman Identification cards. 
• Upload of crew sign-on/off information in MARINA MISMO crew accounts. 
• Prepare and coordinate filing of crew’s Liberian Flag Seaman book, Licenses and endorsements. 
• Coordinate with Liberian Authorities regarding updates in regulations and crew documentary requirements.  
• Make the necessary appointments for the crew’s visa applications in the various Embassy offices in the Philippines or through their internet portals. 
• Collect all documentation requirements for crew visa applications from the Crew Manager/Crew Officer and assist the crew with the completion of the visa application forms. 
• Monitor the applications/renewals and release of all crew documents from DMW, Marina, Embassies and Liberian Authority. 
• Prepare quarterly reports for all DMW, Marina, Embassies and Liberian Flag applications and releases. 

Qualifications and skills 

• Bachelor’s degree in relevant field or equivalent maritime industry experience with minimum 2 years’ experience as Compliance/Documentation Officer or Crewing role in a manning agency.  
• Must be experienced in DMW, MARINA, Embassies and Liberian Flag Authority internet portals/systems. 
• Extensive experience and understanding of DMW, MARINA, Embassies and Liberian Flag regulations.  
• Extensive experience and understanding of International maritime and crew certification requirements and regulations (IMO, STCW, Liberian Flag & MLC) 
• Strong planning and organization skills, with a keen eye for detail. 
• Calm and effective under pressure, especially when deadlines are tight 
• Excellent computer literacy.  
• Fluency in spoken and written Filipino and English.