Senior Personnel Coordinator

Job Details: Senior Personnel Coordinator

UTEC Survey Group, part of Acteon Geo Services, is seeking a Senior Personnel Coordinator for a full-time, permanent position based in Westhill, Aberdeen. UTEC is one of the world\’s largest independent offshore and onshore survey providers, offering advanced survey, positioning, and data management services to enable our clients\’ critical decision-making.

The Senior Personnel Coordinator will oversee travel and logistics, ensuring proper resource management and planning for a skilled pool of field staff. The role also involves providing administrative support to the local Operations Team.

Responsibilities

• Manage personnel coordinators to ensure offshore personnel skills align with project requirements.
• Coordinate administrative tasks within the crewing department to meet monthly deadlines.
• Determine the most suitable route and carrier options based on project needs and departure points.
• Research alternative travel options when preferred choices are unavailable.
• Maintain data accuracy in personnel, training, and competency registers, ensuring certifications are current and uploaded to the UTEC IMS.
• QC travel logs for accuracy.
• Review global travel provider invoices for accuracy and proper project coding, with supporting documentation.
• Collaborate with accounts payable and cost controllers to manage purchase orders and invoices.
• Identify and implement system or procedural improvements.
• Provide administrative support to the Operations Team, including clerical and project-based tasks.
• Assist with organizing, tracking, and executing purchase orders and invoices.
• Possess knowledge of core competencies for offshore disciplines.
• Work closely with business units to ensure timely personnel delivery to vessels.

Requirements

• Previous experience in a similar role.
• Ability to organize and lead a small team.
• Strong prioritization and task management skills.
• Experience planning crew rotations across multiple vessels.
• Essential experience in travel coordination, including ticketing, visas, work permits, and inoculations.
• Team-oriented with a positive attitude and good collaboration skills.

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