Assistant Personnel Coordinator

Job Description SUMMARY

Assist the Vessel Personnel Coordinators in the day to day operations of the Marine Personnel Department and answer the phones in a professional manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Logistics

Coordinate travel arrangements for vessel and office staff

Maintain relationship with logistic support (i.e. Hertz, Kilgore Travel, Southwest Airlines, LaQuinta, etc.) to ensure guaranteed rates and current amenities

Assist Vessel Personnel Coordinators in reviewing logistic invoices

Corporate MasterCard Invoice - review statement, verify travel charges, note credits and code each charge to appropriate accounting unit

Establish and maintain communication with vessel personnel coordinators and managers

Research travel options to ensure cost savings

Personnel Duties

Applications - assisting in preparing "New Hire" packets, ensuring copies of appropriate credentials

Dock access letters - prepare appropriate form with required employee information to allow access to various ports and docks

Personnel files - assisting with copying and scanning documents to HR- Corporate & HSSEQT Departments

Letters of Time - prepare appropriate letters of time for vessel employee's renewal or upgrade of Mariner's license

Record retention of mariner documents

COLLATERAL DUTIES MAY INCLUDE:

Switchboard

Answer calls with a professional and helpful tone

Record and relay messages to office staff

Greet visitors and maintain office lobby

Mail (Office & Vessel)

Open, stamp and distribute to appropriate departments

Outgoing Mail/Packages

Maintain relationship with UPS/FedEx/Courier services

Prepare shipping labels, track packages, order supplies

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned from time to time or the scope of the position may change as

necessitated by business demands. Job Requirements EDUCATION / EXPERIENCE

A High School Diploma or higher degree related experience and/or training; or equivalent combination of education and experience.