Crewing Administrator

Work Administrator (Oil & Gas Crew Management)

Location

Jakarta, Indonesia

Employment Type

Full-Time

Position Summary

We are seeking a highly organized and multilingual Work Administrator to support our Indonesia operations. The successful candidate will oversee the administration of workforce mobilization, employment permits, recruitment coordination, onboarding, and crew management for oil and gas projects.

This role serves as the key liaison between clients, government agencies, recruitment partners, and deployed personnel, ensuring all crew members are mobilized efficiently and in compliance with Indonesian regulations and client requirements.

Key Responsibilities

Workforce Administration

• Manage the day-to-day administration of workforce operations.

• Maintain accurate employee and contractor records.

• Ensure all personnel documentation is complete and up to date.

• Prepare reports relating to manpower deployment and workforce status.

Work Permit & Regulatory Compliance

• Coordinate and process employment permits, visas, work authorizations, and related documentation.

• Liaise with relevant Indonesian government authorities and regulatory bodies.

• Monitor permit validity and ensure timely renewals.

• Ensure compliance with Indonesian labour laws, immigration regulations, and client requirements.

Recruitment Coordination

• Coordinate the recruitment of technical and professional personnel for oil and gas projects.

• Work closely with recruitment partners and hiring managers to source qualified candidates.

• Schedule interviews and coordinate candidate assessments.

• Verify candidate qualifications, certifications, and employment documents.

Onboarding & Mobilization

• Coordinate end-to-end onboarding for newly hired employees and contractors.

• Arrange pre-employment documentation, medical examinations, training, and orientation.

• Coordinate travel arrangements, accommodation, airport transfers, and site mobilization where required.

• Ensure personnel meet all client and project entry requirements before deployment.

Crew Management

• Maintain workforce rosters and deployment schedules.

• Monitor contract expiry dates, leave rotations, and crew changes.

• Coordinate demobilization and replacement planning.

• Act as the primary administrative contact for deployed personnel.

Stakeholder Coordination

• Communicate effectively with clients, recruitment agencies, government departments, and internal teams.

• Support client audits and compliance reviews.

• Assist management with workforce planning and operational reporting.

Requirements

Education

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management, or a related discipline.

Experience

• Minimum 3–5 years of experience in workforce administration, HR operations, manpower coordination, or recruitment.

• Experience within the Oil & Gas, Offshore, Marine, Energy, EPC, or Industrial Services sector is highly preferred.

• Familiarity with workforce mobilization and permit administration is a strong advantage.

Language Requirements

• Fluent in Bahasa Indonesia.

• Good command of English (written and spoken).

• Proficient in Mandarin to communicate with Chinese-speaking clients, management, and stakeholders.

Technical Skills

• Strong knowledge of Microsoft Office (Excel, Word, Outlook, PowerPoint).

• Experience using HRIS or workforce management systems is an advantage.

• Excellent documentation and record management skills.

Key Competencies

• Strong organisational and administrative skills.

• High attention to detail and accuracy.

• Ability to manage multiple priorities under tight deadlines.

• Excellent interpersonal and communication skills.

• Ability to work independently while coordinating across multiple stakeholders.

• Strong problem-solving and coordination capabilities.

• Professional, confidential, and service-oriented mindset.