Personnel Logistics Coordinator

Full Job Description

Due to continued business growth our marine client in Aberdeen is looking to add a Personnel Logistics Coordinator, on a permanent basis. As a Personnel Logistics Coordinator you will assist with day-to-day operations primarily focused on personnel logistics, training, and competency management. THE SUCCESSFUL APPLICANT

• Ability to multi-task and to adapt to changing work conditions.
• Ability to prioritise workload to meet deadlines.
• Excellent time management skills with high attention to detail.
• Strong interpersonal & organisational skills.
• Personable and able to communicate effectively across all levels of the business.
• Good written and verbal communication skills in English.
• Self-motivated with a good work ethic.
• Ability to work independently in challenging circumstances and use initiative to propose and implement improvements to work practices.

Essential:

• Experience within a personnel logistics role preferably within the Energy Industry.
• Experience in supporting multiple fast-paced projects.
• Effective MS Office Suite User.
• Knowledge of IR35 Regulations / Off Payroll Working Rules.
• Experienced in multi-national visa applications and processing.

Preferred:

• Experienced using SharePoint.
• Experience using Sage Accounts.
• Understanding of Marine competence assurance programmes and disciplines.
• standards.

JOB DESCRIPTION

• Responsible for maintaining an open dialogue with personnel to ensure whereabouts are known and tracked effectively, updating the personnel tracker and availability lists accordingly.
• Assist the Project Manager(s) to ensure skillsets of offshore personnel are in line with project work scopes.
• Responsible for monitoring FCO and / or AIG to determine in country requirements for upcoming projects, alerting Project Manager(s) and Project Coordinator(s) of any changes that may impact operations.
• Administer and Coordinate Visa / Work Permit processes tracking and monitoring the progress of all applications updating the Project Manager(s) as necessary.
• Assist the Project Manager to resource competent, qualified personnel in accordance with client requirements.
• Responsible for liaising with the company’s’ travel provider to schedule flights, hotels, car rental etc for all travellers, providing itineraries and updating company systems in a timely manner.
• Responsible for ensuring route and carrier options align with client requirements and company procedures as necessary.
• Work closely with Project Coordinator(s) and Finance to ensure purchase orders and flight plans reflect cost tracking records.
• Assist to support the applications of passport renewals and second passport applications as required.
• Responsible for the issuance of travel letters to support the travel process as required.
• Liaise with the clients / agents to obtain all required documentation to support visa / work permit requirements in a timely manner.
• Responsible for raising purchase orders and seeking relevant approvals for personnel mobilisation.
• Responsible for determining subcontractor IR35 status as necessary in accordance with company procedures, informing the Project Manager(s) accordingly.
• Assist the Project Coordinator(s) to maintain the subcontractor registers ensuring all information remains current and up to date, verifying company / training / qualifications and insurance details as required.
• Manage training requests and liaising with training providers for staff and contractor personnel as and when required.
• Assist the Project Manager(s) and Project Coordinator(s) with the completion of mobilisation paperwork as necessary.
• Assist with preparation of offshore timesheets and expenses for Finance to ensure invoicing deadlines are met.
• Create and maintain traveller profiles within the travel agent’s portal.
• Assist in managing stock levels for PPE.
• Participate in on-call Rota as and when required.
• Maintain a strong communication with departments internally e.g., Operations / Marine & Consultancy etc... to ensure largescale projects run efficiently.
• Assist with any other duties as and when required.

REMUNERATION PACKAGE ON OFFER   Competitive Salary and benefits package.