Personnel Coordinator / Assistant

Overview

Candidate MUST BE local to the Providence area. No lodging or perdiem included.

Responsibilities

• Open communication with crew members, crewing coordinators, operations managers, and external agencies for crew data management. Work closely with all involved parties to align resources to ensure smooth and cost-effective operations. Proactively identify issues requiring resolution in a timely and professional manner and addresses them with appropriate Dept Manager / Leads, including highlighting any issues and / or future problems to the Crewing Manager / Human Resources Manager, following through until the matter is closed.
• Maintaining accurate crew records, tracking certifications, and updating crewing systems like OBT / SOMS with relevant important information & working with crewing & project team / agencies to ensure uninterrupted operations.
• Working closely with Crewing Manager once crew are identified & sourced based on project needs, helping with reviewing applications, check compliance and verifying certifications.
• Creating crew profiles and managing crew schedules, assigning personnel to vessels or projects, considering rotations, leave requests, and ensuring proper staffing levels.
• Monitoring crew documentation, ensuring compliance with relevant regulations (Offshore & client specific trainings) regarding certifications, medical fitness, and visas. Facilitation, coordination and assisting with submission of business / work visa applications to embassies and consulates.
• Assisting crew team with coordinating travel logistics for crew members including booking flights, arranging transportation, and securing accommodation.
• Preparing manifest for all crew joining and leaving vessels in the US region, including necessary paperwork and documentation - will need to work directly with shipping agent / Subcontractors involved to confirm accuracy of records submitted.
• Use initiative to improve work processes and communicate these to the business while keeping up with market changes related to our industry.
• Any other related work as needed to be supported by Crewing dept.

Qualifications

Experience

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