Documentation Officer

Company Description

Pal Maritime Corporation, incorporated in August 1979, is a Philippine-based company specializing in the recruitment, selection, and deployment of Filipino seafarers. Accredited by the Philippine Overseas Employment Administration (POEA) and certified under ISO 9001:2015 for Manning Services, the company ensures high standards in its operations. Pal Maritime provides crew for a fleet comprising container, bulk, and general cargo vessels. For over four decades, the company has been a trusted partner in the maritime industry, delivering skilled and reliable manpower to its principals.

Role Description

This is a full-time on-site role for a Documentation Officer, located in Pasig. The officer will handle various documentation tasks, including preparation and management of export documentation. They will liaise with relevant parties, ensure the accuracy and timeliness of all documents, and maintain organized records. The role also involves effective communication with stakeholders to facilitate smooth operations and compliance.

Job Summary

The Documentation Officer is responsible for the processing, validation, and completion of all seafarer deployment documents in compliance with Department of Migrant Workers (DMW) regulations, as well as coordinating with government agencies, flag state administrations, and external service providers to ensure timely and compliant crew deployment.

Duties and Responsibilities

Seafarer Documentation & DMW Compliance

• Process and monitor all seafarer documents required for deployment in accordance with DMW rules and regulations.
• Ensure completeness and validity of licenses, certificates, medical examinations, visas, and other mandatory requirements prior to vessel joining.
• Verify accuracy and authenticity of submitted documents and ensure compliance with Standard Employment Contract (SEC) and principal requirements.
• Maintain proper filing, documentation, and record-keeping in line with DMW audit and inspection standards.
• Track document expiry dates and coordinate timely renewal with seafarers.

Liaison with Government Agencies, Flag State & External Parties

• Coordinate with relevant government agencies such as the
• Department of Migrant Workers (DMW),
• Bureau of Immigration,
• Department of Foreign Affairs, and
• Maritime Industry Authority (MARINA) for processing of required documents, certifications, and clearances.
• Coordinate with flag state administrations and recognized organizations for vessel- and flag-specific crew certification and documentation requirements.
• Liaise with embassies, consulates, and visa processing centers for crew visa applications and approvals.
• Coordinate with accredited medical clinics for pre-employment medical examinations (PEME) and other required tests.
• Facilitate processing of OEC (Overseas Employment Certificate) and other deployment clearances as required.

Deployment Processing & Coordination

• Ensure all documentation requirements—including flag state and MARINA requirements—are completed prior to crew deployment.
• Coordinate with the Crewing Department regarding crew schedules, deployment timelines, and readiness.
• Assist in securing travel documents, tickets, and other deployment-related requirements in coordination with agents and internal teams.
• Monitor status of document processing and provide timely updates to relevant departments.

Crew Coordination

• Communicate directly with seafarers regarding required documents, deficiencies, and submission deadlines.
• Provide guidance to seafarers on documentation procedures, including compliance with flag state, MARINA, and DMW requirements.
• Ensure timely submission of complete and accurate documents to avoid deployment delays.

Records Management & Reporting

• Maintain organized and up-to-date records of all processed documents and transactions.
• Ensure crew records reflect compliance with DMW, MARINA, and flag state requirements.
• Assist in preparation of reports and documentation required for audits, inspections, and principal requirements.
• Ensure confidentiality and proper handling of all crew personal and employment records.

Qualifications

• Bachelor's degree in any relevant field (Maritime, Business Administration, or related). - Preferred.
• Fresh graduates are welcome to apply
• Skills & Competencies
• Strong attention to detail and document accuracy.
• Excellent coordination and follow-up skills.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet tight deployment timelines.
• Fresh graduate is accepted with willingness to learn.

Reporting Line

• Reports directly to the Crewing Manager and Head of Crewing.

Compensation Package

• Monthly Salary between Php18k-22k
• Health Insurance
• 6 months probationary period