Fleet Personnel Officer

Seaspan employees are goal-driven and thrive in a high-performance culture. Our integrated business model, with over 25 years of fleet life-cycle management expertise, provides the world’s major shipping companies with long-term leases on large, modern and technologically advanced vessels, combined with industry-leading ship management services. As owner and operator of the vessels, we provide skilled officers and crews dedicated to the safe, reliable, and economical operation of our fleet. Seaspan's fleet has evolved over time to meet the varying needs of our customer base. We own vessels in a wide range of sizes, from 2,500 TEU to 24,000 TEU. Our main operating offices are located in Singapore, Vancouver, Hong Kong, and Mumbai.

Position Summary

The Fleet Personnel Officer provides comprehensive communication, project coordination, executive and administrative support to the Head of Fleet Personnel. The role is responsible for managing high-volume correspondence, coordinating departmental projects, monitoring actions and deliverables, and supporting the effective functioning of the Head of Fleet Personnel’s office.

The position also supports departmental reporting, governance, seafarer welfare initiatives, union and CBA administration, forums, travel and selected operational matters. It requires a high degree of discretion, sound judgement, attention to detail and the ability to remain responsive while coordinating with senior leaders, Fleet Personnel teams, vessels, seafarers, manning partners, unions, vendors and other stakeholders across different time zones.

Key Responsibilities

1. Email, Communication and Correspondence Management: 20%

• Manage and organise the Head of Fleet Personnel’s high-volume email correspondence, ensuring messages are reviewed, prioritised and directed appropriately.
• Identify matters requiring immediate attention, follow-up, delegation or escalation, and maintain visibility of pending responses and commitments.
• Draft, proofread and coordinate emails, letters, memos, presentations and other communications on behalf of the Head of Fleet Personnel.
• Prepare standard departmental letters, invitation letters, confirmations and authorisation documents, and maintain appropriate records.
• Coordinate with internal and external stakeholders to obtain timely inputs and ensure correspondence is closed out accurately and professionally.
• Handle confidential, sensitive and privileged information with discretion.

2. Project Coordination and Action Management: 20%

• Coordinate Fleet Personnel projects and improvement initiatives by maintaining project plans, milestones, actions, risks, decisions and deliverables.
• Proactively follow up with responsible stakeholders, identify potential delays and provide concise progress updates to the Head of Fleet Personnel.
• Coordinate user inputs, testing, communications and implementation follow-up for Fleet Personnel systems and digitalisation initiatives, including COMPAS and related crew-management processes.
• Support the preparation of project briefs, presentations, status reports, process guidance, memos and rollout communications.
• Liaise with IT, Finance, HR, Training, regional teams and other functions to resolve dependencies and support timely delivery.
• Remain responsive to urgent project requirements and changing priorities arising from Seaspan’s global operations.

3. Meetings, Minutes and Follow-up Coordination: 10%

• Coordinate meeting logistics and prepare agendas, briefing notes and supporting materials for departmental, management and external stakeholder meetings.
• Record and circulate clear minutes of meetings and maintain action trackers with owners and target dates.
• Follow up on overdue actions and provide the Head of Fleet Personnel with timely updates on progress and outstanding matters.
• Coordinate the Fleet Personnel weekly meeting agenda and consolidate inputs from departmental and regional teams.
• Support meetings across time zones when operationally required.

4. Reporting, Dashboards and Management Information: 10%

• Prepare and maintain periodic reports, dashboards, management information and KPI trackers for the Head of Fleet Personnel.
• Gather and consolidate information from Fleet Personnel teams and company systems into structured summaries for leadership review.
• Support monthly management reporting, budget coordination, variance commentary and ad hoc analysis.
• Maintain accurate records of departmental actions, incidents, recognition, policy exceptions and other agreed metrics.
• Work accurately under tight timelines while managing multiple reporting requirements concurrently.

5. CBA, Wage Scale, Vessel Data and Union Coordination: 10%

• Maintain trackers for Collective Bargaining Agreement renewals, vessel enrolments, correspondence and supporting documentation.
• Maintain controlled vessel and CBA data, including business unit, shipowner, flag, complement and applicable wage arrangements.
• Support the preparation, issue and recordkeeping of approved wage scales and related Fleet Personnel memoranda.
• Coordinate routine documentation and follow-up with unions, manning partners and internal stakeholders under the guidance of the Head of Fleet Personnel.

6. Compliance, Audit and Document Control: 8%

• Support ISO, RPSL and other Fleet Personnel audit preparations, including document collection, tracker maintenance and closure of agreed actions.
• Assist with updates to departmental manuals, procedures, records and controlled documents.
• Maintain organised and secure digital and physical filing systems for the Head of Fleet Personnel’s office.
• Ensure records are complete, current, readily retrievable and handled in accordance with company confidentiality and data-protection requirements.

7. Seafarer Welfare, Insurance and Recognition Programmes: 7%

• Coordinate administrative aspects of seafarer medical and life-insurance programmes, including data updates, supporting documentation and follow-up with service providers.
• Support humanitarian-aid and other urgent seafarer welfare arrangements as directed.
• Administer long-service and loyalty-recognition programmes, including eligibility records, approved awards, procurement coordination and event logistics.
• Maintain accurate records of recognition items and ensure expenditure remains within approved budgets and processes.

8. Forums, Town Halls and Stakeholder Events: 5%

• Support the planning and execution of seafarer forums, vessel town halls, leadership visits, conferences, seminars, roadshows and sponsorship activities.
• Coordinate participant lists, invitations, venues, suppliers, presentation materials, awards and event budgets.
• Liaise with regional offices, vessels, manning partners and internal functions to ensure timely and efficient delivery.
• Maintain event plans, cost trackers, records and post-event actions.

9. Calendar and Travel Coordination: 5%

• Manage the Head of Fleet Personnel’s calendar, including scheduling, prioritising and resolving conflicts across internal and external meetings.
• Anticipate scheduling requirements and ensure adequate preparation time for leadership meetings, operational reviews and external engagements.
• Coordinate domestic and international travel, including flights, accommodation, visas, invitation and coverage letters, ground transport and supporting documentation.
• Prepare and reconcile travel and business expenses through the applicable company expense-management system.
• Provide timely support when travel arrangements or meeting schedules change outside standard office hours.

10. General Departmental and Administrative Support: 5%

• Support vendor onboarding, invoice documentation, purchase coordination and routine departmental administration in accordance with approved processes.
• Coordinate office, equipment and logistical requirements for the Head of Fleet Personnel.
• Respond to routine stakeholder enquiries or direct them to the appropriate responsible person.
• Perform other reasonable duties assigned by the Head of Fleet Personnel in support of departmental priorities.

Key Skills and Capabilities

Technical Skills

• Advanced proficiency in Microsoft Outlook, Excel, Word, PowerPoint and Teams.
• Strong email organisation, correspondence tracking and action-management capability.
• Ability to prepare professional correspondence, presentations, reports, dashboards, project plans and structured trackers.
• Strong digital and physical document-management skills.
• Experience with enterprise systems such as COMPAS or other crew-management systems, NetSuite, Certify, Concur, SharePoint or similar platforms would be an advantage.
• Ability to work accurately with operational, financial and personnel data.

Professional Skills

• Excellent written and verbal communication skills in English.
• High level of discretion, confidentiality, integrity and professional judgement.
• Strong project coordination, planning, organisation and stakeholder-management skills.
• Ability to work independently, anticipate requirements and manage a high volume of competing priorities.
• Strong attention to detail, responsiveness and consistent follow-through.
• Ability to engage confidently and respectfully with senior executives, seafarers, vessel teams, unions, manning partners, vendors and colleagues across cultures and time zones.
• Calm, dependable and solution-oriented approach, particularly when handling urgent or sensitive matters.
• Resilience and the ability to maintain accuracy and professionalism in a fast-paced, high-intensity environment.

Professional Experience and Education

Education

• Bachelor’s degree in Business Administration, Commerce, Human Resources, Maritime Studies or a related discipline.

Experience

• At least five years of relevant experience in Fleet Personnel coordination, project coordination, executive support or senior administration, preferably supporting senior leadership.
• Demonstrated experience managing high-volume email correspondence, multiple projects and concurrent deadlines in a demanding work environment.
• Experience in the maritime, ship-management, crewing or logistics sector is preferred.
• Prior exposure to seafarer administration, CBA or union coordination, audit support, management reporting, travel, insurance, employee events or welfare programmes would be an advantage.

Additional Requirements

• Willingness to commit to a high-intensity and high-volume work environment, supported by prior experience in a role requiring sustained responsiveness and effective prioritisation.
• Availability on a 24/7 basis, when operationally necessary, to support meetings or urgent matters outside standard office hours due to Seaspan’s global operations.
• Flexibility to coordinate with stakeholders across international time zones and respond promptly to changing operational priorities.
• Ability to travel occasionally when required for Fleet Personnel forums, events or leadership support.
• Demonstrated commitment to Seaspan’s values, safety culture, confidentiality requirements and standards of professional conduct.

Seaspan Corporation is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, colour, religion, gender, sexual orientation, gender identity, national origin, disability, or protected Veteran status. We thank all applicants in advance. If your application is shortlisted to be included in the interview process, one of our team will be in contact with you.