Personnel & Scheduling Coordinator

3 weeks ago

Burlington Ontario, Halton, Canada McKeil Marine Limited Full time

McKeil Marine is one of Canada’s leading marine service providers. Experienced and adaptive, we deliver turn-key solutions that support our customers success in a wide range of transportation and project challenges. Customer service, safety, quality and respect for the environment are at the heart of our operations. When you join McKeil Marine you can look forward to a very competitive total compensation program and a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate.


Personnel & Scheduling Coordinator (Crewing Coordinator)


We have an immediate opening for a Personnel & Scheduling Coordinator (Crewing Coordinator) on a full-time permanent basis out of our Burlington location. You will be a member of the Personnel & Logistics (Crewing) team reporting directly to the Operations Manager. You will be directly responsible for the effective execution of vessel crewing functions for your responsible group of vessels with a focus on high level of service to the vessel crews. We are looking for a self driven, highly organized and motivated individual who brings positivity to the team while following the directions and procedures as set out by management. The ability to thrive in deadline driven environments while delivering high quality service, is in an integral component of this role.


Key Duties & Responsibilities:

  • Coordination of vessel crew changes which include monitoring of vessel schedules for changes and providing updated forecasts after each completed change;
  • Communicate crew change notices and forecast updates to vessel Master(s) and shoreside crews;
  • Organize Ancillary services; flights, hotels, car rentals, airport lounge, ground transportation
  • Liaise regularly with Operations Manager(s) on rotations, locations, dates of crew changes, logistics, and forecasted gaps;
  • Mediate and prioritize high volumes of email correspondence and phone calls; approx.1500 emails/week and 75 calls /week
  • Provide monthly reports and analytics on performance metrics in relation to department KPI’s ultimately working to achieve set targets;
  • Work within defined policies and procedures related to crew logistics and general crew matters;
  • Review and manage relevant crew certification in conjunction with forecasted crew changes for non-conformities in advance, reporting and resolving;
  • Provide data update support to Payroll for respective vessel(s) and addressing queries;
  • Monitor and liaise directly with third party travel vendors and research, monitor and resolve problems as needed;
  • Administration of crew expense reports;
  • Coordination and administration of all status updates in conjunction with HR;
  • Coordination of onboarding orientation of new hires;
  • Support and participate in operational system Crew module implementation and integration;
  • Other duties and responsibilities as required from time to time.

Minimum Qualification, Skills and Competencies Required:

  • Post secondary education in Business, Logistics, Human Resources, Travel Management & Tourism or other related discipline is preferred;
  • TICO Certification preferred
  • GDS System experience considered an asset
  • Previous experience in the marine or transportation environment an advantage;
  • Strong customer service skills and mindset;
  • Strong written, verbal and interpersonal skills;
  • Strong organizational skills with exceptional attention to detail and follow-up;
  • The ability to meet tight deadlines while producing quality and consistent work;
  • Must be self-motivated.

Working Conditions/Special Notes:

  • McKeil Marine Limited is a 24/7 operating business, this role will require after hours support for emergencies when business requirements dictate with regular on-call rotation;
  • Periodic travel to company vessels is encouraged within local ports to meet and engage with crew, out province compensated travel if required
  • The ability to work remotely at home as outlined by current Hybrid WFH protocols and policies.

You will join a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate. McKeil Marine offers a very competitive total compensation program.

We thank all applicants but advise that only those selected for an interview will be contacted. McKeil Marine is committed to the principles of Employment Equity.

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