Marine Personnel Administrator

Marine Personnel Administrator – 6-Month Contract Reporting Structure

• Reports To:
  
  Head of Marine Personnel
• Direct Reports:
  None

This is a 6-month contractual role for a Marine Personnel Administrator responsible for providing comprehensive administrative support across marine personnel functions. The role ensures efficient day-to-day operations, maintains accurate seafarer records, and supports recruitment, training, payroll, planning, and deployment activities in line with company policies and procedures.

• Provide administrative support across recruitment, training, payroll, planning, and deployment activities.
• Ensure smooth day-to-day operations of the Marine Personnel function.

• Maintain and update marine personnel records in line with the Safety Management System (SMS) and company procedures.
• Ensure proper filing, storage, and retrieval of records (hard and soft copies) with strict confidentiality and data integrity.
• Update and manage seafarer data in the crewing management system, ensuring accuracy and completeness.

• Support payroll activities by preparing and verifying required documentation.
• Coordinate with internal teams to resolve payroll queries and discrepancies.
• Assist with vendor invoice processing, including documentation verification and issue resolution.

• Support recruitment and training processes, including documentation, record tracking, and training matrix updates.
• Assist in planning and deployment activities by maintaining related administrative records.

• Provide administrative and data support for departmental projects, audits, and initiatives.
• Prepare reports, consolidate data, and track follow-up actions as required.

• Coordinate seafarer participation in training sessions, seminars, and official visits.
• Support implementation of personnel policies for seafarers through recordkeeping and coordination.

• Adhere to SHEQ / HSSEQ policies to ensure a safe and compliant work environment.
• Follow all company policies, systems, and procedures to ensure consistent operations.

• Perform other administrative tasks as assigned by the line manager.

• Timely and accurate execution of administrative tasks across all marine personnel functions.
• Accurate and up-to-date maintenance of seafarer data in crewing systems.
• High level of data accuracy, consistency, and reliability.

• Internal:
  Regular interaction with seafarers and internal stakeholders.
• External:
  Interaction with vendors and external service providers.

• Minimum High School Diploma (Bachelor’s degree is an advantage).

• 2–5 years of administrative or personnel-related experience in a medium to large organization.

• Strong administrative and organizational skills.
• Proficiency in managing large volumes of data and records.
• Experience with crewing management systems and data entry.
• Knowledge of document control and recordkeeping practices.
• Basic understanding of marine personnel documentation and certifications.
• Proficiency in MS Office (Word, Excel, Outlook).

• Collaboration & Teamwork
• Customer Centricity
• Communication Skills
• Attention to Detail
• Problem Solving
• Basic HR Policies & Systems Knowledge