Key Responsibilities |
Assist the crewing agent in ensuring properly documented, qualified, medically fit, security cleared, and properly trained mariners are assigned to government contract vessels. Excellent verbal, written, and customer oriented communication skills are essential. This position requires communication with foreigners and the ability to understand different accents. This position requires a hands-on, proactive individual to coordinate logistics pertaining to training events, dispatching mariners to ships, and assuring foreign agents meet and transport mariners in various countries. Communication will be conducted with ships, union halls, foreign agents, and mariners verbally, by e-mail, and other forms of mobile electronic communication.
• Perform duties as training coordinator ensuring compliance with provisions of current operating contracts for assigned government contract vessels. Ensure shipboard personnel meet contractual training requirements.
• Reads contracts and determines what training is needed for specific programs and ensures training is completed.
• Resolve logistical requirements around the world, which may include ensuring mariners reach their intended ship or destination, and assist in resolving mariners’ issues related to their placements.
• Use independent judgment to complete activities with minimal supervision.
• Coordinates mariner training and travel arrangements with travel agency.
• Remain available to mariners and shore-side colleagues to help resolve scheduled training and travel emergencies 7X24 via cell phone and other mobile communication devices.
• Process and approve training travel claims and wage requests.
• Establish and maintain liaison with training points of contact, both governmental and commercial; continue to explore new sources of training. Establish relationships with 3rd party vendors, with manager’s approval, and establish their credentials with the finance department for timely payment of invoices.
• Review monthly training budgets for assigned government contract vessels; seek most cost-effective training solutions. Have visibility in to and assure compliance with annual training budget.
• Maintain correspondence and training records; validate personnel database training entries with personnel file, and work with crewing agents to ensure completion of training requirements.
• Work with other company crewing and training coordinators to ensure standard procedures are developed and maintained; ensure process continuity is maintained across various programs.
• Assist in creating spreadsheets documenting training requirements and costs for Requests for Proposals.
• Maintain departmental files, both paper and electronic.
• Comply with current Maersk Line, Limited and Personnel Department policies and procedures.
• Support company commitment to ISO 9001 (Quality), ISO 14001 (Environmental), ISO 50001 (Energy), and OHSAS 18001 (Occupational Health).
• Perform other position related duties as specified by management.
• Marine Personnel Management: Integration of position and responsibilities on the department level.
• Crewing Agents: Coordinate training and vessel assignment travel for mariners.
• Training Specialist(s): Coordinate training and training travel for mariners.
• Vessel and Fleet Managers: Communicate crewing and operational details of assigned vessels.
• Technical Organization: Apprise technical organization personnel of pertinent crewing issues.
• Marine Standards and Safety: Coordinating with MSS to promote and enforce company and industry standards.
• Business Units: Keep business units apprised of pertinent training and crewing issues.
• Contract Management: Ensure training requirements are being met and review monthly training budgets for assigned government contract vessels.
• Port Stewards: Coordination of stewards training.
• Senior Afloat Officers: Ensure requirements for Key Billet Assignments and all other training requirements are being met.
• Individual Mariners: Plan, schedule, and coordinate mariners training dispatch packages.
• Union Hall Personnel and Union Representatives: Coordinate and communicate with Union representatives regarding crew training and placement matters.
• Government and Commercial Training Facilities: Develop and maintain relationships with training providers and coordinate all required mariner training at each facility.
• Foreign and Domestic Ships’ Agents: Communicate with agents in assisting mariners to arrive and depart from vessels in domestic and foreign ports.
• Military Sealift Command: Ensure MSC training and manning requirements are met for mariners.
• United States Coast Guard: Ensure USCG training and manning requirements are met for mariners
Who we are looking for
• Education and Experience
• Bachelor’s degree in related field (from an accredited institution), OR at least 3 years prior experience in training program administration and coordination, OR at least 3 years prior pertinent maritime industry experience.
• Technical Skills and Competencies Required
• US Citizen, must be eligible for Security Clearance.
• Ability to work well under pressure; demonstrate an understanding of a sense of urgency, and the ability to pursue open issues to closure; solution-oriented problem solver.
• Ability to work, coordinate, and track multiple tasks simultaneously.
• Good oral and written communication skills; work, communicate, and coordinate with others (nationals and foreigners whose first language may not be English).
• Demonstrate clear communication, patience, and understanding.
• Knowledge of maritime, military, and transportation operations and terminology helpful.
• Excellent clerical, organizational, and customer service skills.
• Operate various office equipment including computer, fax, copier, telephone system, and mobile communications devices.
• Computer system literate with experience in word processing and spreadsheets including Microsoft Office Suite and other information management systems. Will also involve the use of Lotus Notes (crew management system), Adobe software (file management in PDF format), and IPM (an invoice approval system).
Travel Requirements: Less than 10%
Physical Demands & Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal – with short breaks or lunch period. However, there may be some bending/stooping, reaching above shoulder level, walking; standing; carrying of light items such as papers, books or packages of up to 25 pounds. Should be able to hear & speak clearly using phone / headset to communicate with customers; be able to navigate, view & enter information on the computer.