Bilingual (Spanish) HR/Operations Coordinator

Job Scope:  The HR/Operations Coordinator has the primary responsibility for developing and maintaining an HR database and managing all incoming personnel data.  THey are also responsible for ensuring that vessel crew schedules and travel are maintained and carried out as per MMS policy.  They are a primary point of contact for MMS employees and are also responsible for crewing and travel communication with vessel clients and agents.  They are in charge of maintaining personnel files and are responsible to ensure that required information is available and up to date within each file. 

Primary responsibilities

Operations:

  Coordinating vessel crew schedules and crew changes Communicating scheduling information to vessels and travel assistant Ensuring that crew travel is properly coordinated Creating and Managing issuance of travel letters and documents Making travel arrangements in support of travel assistant as necessary Communicating with crew members regarding scheduling Coordinating documentation and applications for crew visas Approving travel expense reimbursements (Must have operations manager signature) Assisting Operations Manager with operational issues as they arise. Coordinating the crew change logistics and resulting issues as they occur with vessel clients and agents. Phone answering

 

Human Resources:

  Managing Personnel Files Coordinating the pre-employment paperwork process for new employees Ensuring that all required certifications and documents are received and properly filed in personnel files Coordinating Flag state crew license applications Assist with properly communicated payroll to payroll department. Liaising with crew members regarding payroll inquiries and working with the accounting department Coordinating pre-employment medicals and drug tests Communicating with Operations/HR Manager regarding vacancies and vessel crewing requirements. Develop and maintain HR data base and incoming personnel information Prepare and send employment application response letters Assist in organizing and developing HR processes