HR Documentation Admin NCLA

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At Norwegian Cruise Line Holdings (NCLH), we know our future success depends on our ability to attract and retain the very best talent. Our brands deliver vacations of a lifetime with innovative product offerings, a high level of service and unique guest experiences aboard each vessel and we’re continually seeking applicants who are passionate about hospitality and committed to being their personal best.

As you learn more about our company, we think you will agree that there is no better time than now to become a member of the NCLH family!

Job Summary

Support the Norwegian Cruise Line Merchant Mariner Credentials administrative operations of the pre-deployment Training Center in Piney Point, MD.

Position Responsibilities

• Reviews, verifies, and corrects Merchant Mariner Credential (MMC) applications and Medical Certificate (MC) information from trainees.
• Guide trainees through NAVITA enrollment and the submission of MMC and MC applications.
• Assign self as Proxy and upload all required U.S. Coast Guard documentation to the NAVITA system for trainees currently attending or who have completed training.
• Ensures U.S. Coast Guard applications and trainees' confidential information are always kept secure using NCLH security policies.
• Enforces the use of MAPS as the primary business tool and system of record.
• Maintains the required MAPS updates as defined by established policy.
• Ensures the U.S. Coast Guard document information in MAPS is maintained accurately so that correct information is captured when download from MAPS to Fidelio occurs.
• Acts as the US Coast Guard document liaison between Training Center and Miami Office.
• Collect National Maritime Center (NMC) deliveries from the school administration.
• Return credentials to NMC for no longer employed applicants.
• Process and distribute received Coast Guard documents.
• Scan received U.S. Coast Guard credentials and creates an Excel spreadsheet to track the received credentials.
• Send the Excel tracking spreadsheet to relevant parties via email on a weekly basis.
• Assists management with follow up on U.S. Coast Guard document problems.
• Answers questions and assist trainees regarding U.S. Coast Guard documents.
• Prepare onboarding packets and swag bags for incoming trainees.
• Helps with printing of forms, handouts, and training manuals as needed.
• Maintains set daily office hours to provide support and assistance to management on a variety of issues.
• Perform other job-related functions and projects assigned.

Degree Type

High School Diploma.

Experience

0-1 years experience as Administrative Assistant or in HR administrative roles.

Qualifications

• Must be able to efficiently organize and manage Coast Guard documentation for trainees for a single-site training location.
• Must be able to maintain personnel files accurately and efficiently for 100-200+ trainees per month.
• HR Documentation Administrator NCLA reports to the Manager HR & Training NCLA and keeps the Manager HR & Training NCLA informed of all Coast Guard document related matters.
• Ensure trainees are in possession of correct Coast Guard applications and documentation valid for joining their assigned vessel.
• Liaise with Manager HR & Training NCLA on the vigilant oversight of MAPS to ensure accuracy of records.
• Successfully liaise at all levels with corporate team members, as well as with hosting facility.
• Maintains highest level of confidentiality to protect the trainees and Norwegian Cruise Line Holdings.
• Work week is Monday through Friday.

Competencies & Skills

• Intermediate proficiency required in Microsoft Excel, Outlook, and Word programs.
• Knowledge of MAPS preferred but not required.
• Ability to learn MAPS system.
• Strong organizational and administrative skills.
• Strong self-starter, able to work with…