Crewing Coordinator

The Crewing Coordinator is responsible for supporting the project team with crew planning and execution of all personnel logistics relating to crew assignments, encompassing all aspects of the mobilisation and demobilisation for personnel working in conjunction with HR and Operations team. Assisting in various other tasks to ensure that the crewing function runs smoothly and efficiently.

Key Accountabilities

Key duties and responsibilities to include, but are not limited to:

• Act as primary focal point for allocated project crew, vessel management, clients and operations team regarding mobilisation, de-mobilisations and crew changes
• Manning assigned projects with competent, certificated and medically fit personnel in accordance with Company and client specific requirements
• Liaising with Head of HR and the Operations team for scheduling and facilitation of crew changes
• Manage UK/global travel arrangements and in-country personnel logistical requirements
• Focal point for travel providers, coordinate accommodation, travel and organise any other logistical requirements for project personnel. Ensuring the best and most cost-effective travel options are selected so that commercial margins for mob/demob fees are achieved
• Track and record comprehensive and accurate offshore personnel movements for projects on the BMS Crew Planner and Crew Forecast spreadsheet, recording accurate crew changes, crew availability and any uplifts
• Support the project team with cost tracker accuracy and finance with accurate payroll information
• Assist with the process of obtaining second passports, visa applications and work permits
• Prepare project assignment conditions, travel letters and any other travel or project information
• Raising purchase orders and validating costs
• Validate and approve offshore personnel timesheets and expense claims, recording expense claims on the BMS for project approval. Dealing with any associated payroll queries and re-directing queries as necessary
• Maintain all offshore personnel records and certification on the BMS, ensuring all necessary documentation is available and valid, conduct competence validation checks
• When required, provide support with agency offshore recruitment activities, sourcing suitable personnel
• Record offshore personnel holiday’s or leave requirements in the BMS
• Order, log and arrange delivery (if necessary) of PPE requirements for offshore personnel
• Attend and minute weekly crewing meeting and other project meetings as required
• Providing administration support for training, development and competencies for offshore personnel
• Ensure project documents and vessel briefs are kept updated
• Support with the development and operation of the BMS Offshore Personnel module and crew planners
• Supporting project specific work and new initiatives across the business
• Suggest improvements on areas the crewing team can operate more efficiency
• Participate in out of hours on-call rota and participate in the department and emergency on-call response rota (1 in 4)
• Undertake any other office duties as the Company may reasonably require.

QHSE Responsibilities

All employees have a duty under the Health and Safety at Work Act 1974 and abide by the Environmental Protection processes in place at Film-Ocean to:

• Take reasonable care for your own health and safety and that of others who may be affected by what you do, or not do
• Co-operate with your employer on health and safety matters
• Utilise provided recycling facilities
• Clean up and report any spills
• Correctly use work items provided by your employer, including PPE in accordance with training and instructions
• Not to interfere with, or misuse anything provided for your health and safety, or welfare
• Report all Health, Safety, Environmental and Quality concerns to the HSEQ Manager
• Work to Film-Ocean HSEQ processes and procedures and inform the HSEQ Manager of any omissions or changes required
• Ensure that safety policies and procedures are implemented, understood and adhered to at the work location, so far as is reasonably practicable to ensure a safe working environment
• Promote a proactive commitment to Film-Ocean’s HSEQ initiatives.

Qualifications/Experience

• At least 5 years’ experience in a crewing role
• Knowledge of the ROV Industry (preferred)
• Knowledge of crewing software
• Proficient with Microsoft Office
• Environmental training general awareness
• Safety training general awareness.