Payroll Administrator Seagoing (m/f)

Mystic Cruises is a leading expedition ocean cruise line that offers an intimate and eco-friendly way to explore some of the most breathtaking destinations in the world. We provide a five-star service that brings our guests up close and personal with the beauty of nature, from Antarctica to the Arctic region, Northern Europe to the Mediterranean. Our ships are designed to sail into landmark cities and small, exclusive ports that larger vessels cannot reach, providing our guests with unforgettable experiences.

This role is responsible for delivering accurate and timely payroll processing and administrative support for crew members, ensuring compliance with legal, fiscal, and internal requirements. It involves coordination with internal departments, vessel teams, and external authorities, as well as support with audits and reporting. The role also includes implementing salary updates under CBAs, applying HR policies, and managing medical cases in liaison with the Insurance Company.

Payroll Process

• Ensure accurate calculation of salaries, benefits, overtime, deductions, and statutory charges, in full compliance with applicable regulations.
• Guarantee timely payment processing to meet established deadlines and avoid delays.
• Prepare month-end payroll reports for the accounting department.
• Respond to queries from banking service providers with appropriate documentation.

Regulatory, Policy & Administrative Support

• Prepare monthly Social Security and Tax Authority submissions, ensuring timely and accurate compliance.
• Apply and update HR policies and procedures, ensuring their communication and compliance with internal regulations, CBAs, and applicable legislation, particularly those related to Portuguese authorities.
• Support internal audits and ensure legal and regulatory documentation compliance.
• Carry out annual salary updates as determined by management and in accordance with the CBA.
• Manage crew medical cases, including payment handling and follow-up communication with the Insurance Company.

Internal & External Liaison

• Liaise with Treasury to monitor bank transfers and resolve discrepancies.
• Coordinate with Accounting and Controlling to deliver payroll maps and reports.
• Support the Tax team with applications and reporting requirements.
• Respond to external audits and requests from regulatory authorities (e.g., INE, Relatório Único).

Vessel Coordination & Crew Member Support

• Coordinate with relevant stakeholders to ensure all documentation and information are accurate and up to date.
• Act as a point of contact for Chief Pursers regarding payroll, banking, and legal documentation.
• Provide direct support to crew members during disembarkation, addressing and resolving payroll and administrative issues promptly.

• Bachelor’s degree in human resources management, Business Administration, or related field required;
• Minimum of 3 to 5 years of related experience required;
• Cruise industry experience is a pre;
• Extensive Knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes;
• Excellent organizational skills and attention to detail;
• Excellent verbal and written communication skills;
• Excellent interpersonal and technical support skills;
• Strong analytical and problem-solving skills;
• Familiarity with human resource policies and procedures to ensure the HRIS meets organizational needs and goals;
• Ability to keep information confidential;
• Proficient with Microsoft Office Suite or related software;
• Thorough understanding of all areas of information systems with a highly technical understanding of at least one commercial HRIS product.

• Excellent opportunity to perform an attractive role on cruise ships, in a unique environment of contact with tourists from all over the world;
• Conditions for professional development and evolution according to performance;
• Training opportunity in excellent service standards.