Job Title: Personnel Logistics & HR Administration Assistant
Job Purpose
The Personnel Logistics & HR Administration Assistant is responsible for insuring personnel logistics, ensuring smooth crew movements, and maintaining accurate records of personnel-related documentation. Additionally, this role supports HR administrative tasks, ensuring compliance with company policies and labor regulations.
Key Responsibilities
Daily Operations:
• Update and maintain the Personnel Logistics live tracker, ensuring accurate records of:
• Flight routes, crew change dates, hotel bookings, immigration documentation, meet & greet arrangements, etc.
• Associated costs for personnel logistics.
• Maintain up-to-date personnel information folders by:
• Uploading and filing tickets, immigration documentation, hotel confirmations, etc.
• Organizing and updating crew personal documentation.
• Ensure the daily cost tracker is up to date.
• Perform daily reconciliation between Vantage Roster and the Logistics tracker to ensure accuracy.
• Arrange and follow up on crew hotel bookings.
• Prepare and send the monthly crew list to service providers and follow up on their respective actions.
• Monitor personnel documentation expiry dates (e.g., passports, seaman books, visas) and initiate renewal processes.
• Provide daily updates to service providers regarding on-signers and off-signers movements.
• Handle local personnel hotel bookings and coordinate offshore voyage follow-ups from Rota.
Vantage System Management:
• Set up personnel profiles in the Vantage System.
• Upload and review personnel certificates.
• Update changes in the Rota System.
• Manage daily passenger flight bookings.
• Identify and follow up on missing certificates before flight days.
• Update system bookings to reflect changes.
• Monitor departures, arrivals, and offshore flights (boat and helicopter) in the system.
• Conduct crew change day reviews, confirming personnel numbers.
• Prepare crew change manifests and share them with relevant parties.
• Communicate offtake planning details with stakeholders.
HR Administrative Tasks
• Assist with new hire on-boarding, ensuring all required documentation is collected and filed.
• Maintain up-to-date employee records (contracts, certifications, medicals, etc.).
• Support in tracking and managing leave, rotations, and absences.
• Ensure compliance with labor laws and company policies regarding personnel documentation and employment records.
• Assist with the preparation of payroll inputs.
• Act as a liaison between HR and Logistics to ensure seamless crew mobilization.
Required Qualifications & Skills
• Bachelor’s degree in Logistics, Human Resources, Business Administration, or a related field.
• Minimum 5 years of experience in logistics coordination, crew management, or HR administration (preferably in the oil & gas or maritime industry).
• Proficiency in Vantage System or similar crew management software.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and problem-solving skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Knowledge of immigration regulations and travel documentation
requirements.
• Ability to work under pressure and meet tight deadlines.
Working Conditions
• Office-based role with potential travel to offshore/onshore locations.
• May require availability outside regular working hours to support crew changes.
