Provide day-to-day coordination and administrative support to the Business Manager across training arrangements, crewing services, travel and logistics, immigration documentation, and quality and compliance records. Maintain accurate information, follow up agreed actions and help keep activities organised and on schedule.
Work under the direction of the Business Manager, who sets priorities and retains operational decisions and approvals. Refer expenditure, changes to approved arrangements, compliance concerns and matters outside agreed procedures for approval. The role carries no independent management or staff supervisory authority.
Key responsibilities
Training & Operations Coordination
• Coordinate approved training schedules, participant lists, venues, materials and travel needs with training providers and relevant departments.
• Confirm arrangements, issue joining instructions and reminders, and maintain attendance, completion and certificate records; follow up missing information and upcoming renewals.
• Maintain a shared schedule and action tracker for training and operational activities. Flag conflicting deadlines, resource gaps or delays to the Business Manager.
• Assist with approved improvements to scheduling, checklists and routine workflows, including arrangements for quality and safety awareness sessions.
Crewing/Travel/Logistics
• Maintain crew movement schedules and mobilisation/demobilisation checklists. Liaise with vessel contacts, marine agencies and relevant teams to confirm personnel availability, required documents and approved crew-change arrangements.
• Obtain travel options and costs, and arrange international/domestic flights, hotels, airport meet-and-greet services, local transfers and offshore departure transfers within approved arrangements and spending limits.
• Coordinate road transfers for crew travelling via Suriname when required. Confirm transport and accommodation assignments, follow up service or maintenance issues, and report discrepancies to the Business Manager.
• Prepare and share itineraries and movement updates. Maintain booking and expense records; check supplier invoices against approved bookings and services received, and refer discrepancies before payment approval.
• Follow up delays, cancellations and accommodation issues; escalate significant changes and coordinate approved contingency arrangements. Assist with urgent travel or medical evacuation logistics when instructed.
Immigration & Compliance Support
• Collect and check documents for work and landing permits, visas, extensions of stay and residency arrangements. Prepare applications, renewals and supporting letters for review; submit and follow up as authorised.
• Maintain secure immigration records and an expiry tracker; issue timely reminders and flag missing documents or approaching deadlines that may affect travel or deployment.
• Liaise with employees, authorised agents and relevant authorities on routine application status and document requests under the Business Manager's direction.
• Assist with checklist-based compliance reviews and preparation of reports relating to company procedures, applicable immigration requirements, Maritime Labour Convention (MLC) and ISO standards. Escalate gaps, updates and questions requiring specialist interpretation.
• Record and refer offshore employee queries, welfare concerns and personnel issues to the Business Manager or relevant department, and follow up agreed actions.
Quality/QMS & Documentation
• Maintain Quality Management System (QMS) registers, approved procedures, forms and records, including version control, review dates, distribution and secure filing.
• Assist with audit scheduling, document requests and evidence collation for internal teams and external certification bodies, including surveillance and recertification audits.
• Record findings, customer feedback and corrective actions; follow up assigned action holders and prepare status updates for review. Refer approval of procedures and closure of findings to authorised personnel.
• Help compile quality and health, safety, security and environment (HSSE) records, and prepare approved document updates and improvement information for the Business Manager.
Business Manager Support
• Prepare correspondence, meeting arrangements, minutes, reports and presentations; maintain the Business Manager's action lists and follow up agreed deadlines.
• Maintain simple workforce trackers and prepare a weekly dashboard covering crew movements, training, immigration deadlines, costs, service issues and outstanding actions for the Business Manager's review.
• Assist with supplier onboarding records, quotation comparisons and procurement follow-up for approved services. Coordinate departmental information requests and related support tasks; escalate competing priorities or workload constraints for reprioritisation.
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