Personnel Co-ordinator

Role specific responsibilities

• To assist with ensuring that all personnel mobilising to projects have the correct training, visas, documentation to meet the project requirements.
• Assist with the process of obtaining second passports, visa applications and work permits.
• Assist with manning assigned projects with competent, certificated and medically fit personnel in accordance with Company and client specific requirements.
• Liaising with the operations team for scheduling and facilitation of personnel changes.
• Track and record comprehensive and accurate personnel movements for projects on personnel tracking system – Solab, recording accurate personnel changes, personnel availability and any uplifts.
• Maintain all offshore personnel records and certification on Solab, ensuring all necessary documentation is available and valid, conduct competence validation checks.
• Manage 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.
• Prepare project assignment conditions, travel letters and any other travel or project information.
• Support the project team with cost tracker accuracy and finance with accurate payroll information.
• Dealing with any associated payroll queries and re-directing queries to HR or payroll as necessary.
• Validate and approve offshore personnel timesheets and expense claims, recording expense claims for project approval.
• Raising purchase orders and validating costs.
• When required, provide support with agency offshore recruitment activities, sourcing suitable personnel.
• Record offshore personnel holiday’s or leave requirements in Solab.
• Order, log and arrange delivery (if necessary) of PPE requirements for field personnel.
• Attend and minute weekly operations meeting and other project meetings as required.
• Supporting project specific work and new initiatives across the business.
• Suggest improvements on areas the personnel team can operate more efficiency.
• Participate in out of hours on-call rota and participate in the department and emergency on-call response rota.

Job Specific Education Required

• Good level of standard grades or HNC

Work Experience Required

• Experience of working in a fast-paced personnel logistics department preferably within the Energy sector
• Experience of visa applications preferably Work visas/Permits/Residencies

Skills & Knowledge Required

• Able to use own initiative and self-motivated with excellent time management
• Capable in working under pressure, to deadlines and operate in a fast-paced environment, handling multiple assignments simultaneously to meet deadlines
• A \”can do\” positive attitude, with a focus on delivery
• Excellent communication skills – oral and written
• Strong problem solving and decision-making skills
• Flexible team player with the ability to work as part of a team
• Highly organised and efficient with attention to detail
• Honest, trustworthy, confidential and discreet