Crew Administrator

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• 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
• 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.
  • 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.
  • • 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
    • 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.
  • Training and Development
    • Creates and maintains a positive work environment;
    • Promotes, participates in and actively suggests enhancements of the Signature Your World Service program.
  • Safety
    • Will participate in crew and passenger safety drills according to instructions from ship’s command;
    • Comply with company safety and pollution prevention regulations;

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;

EQUAL OPPORTUNITY EMPLOYER
It is Norwegian Cruise Line Holding’s policy not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, and marital or veteran status.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.