logistics coordinator Aberdeen, Scotland
Job description
Who are we?
First Marine Solutions (FMS) are a service provider to the local and international renewables and oil & gas sectors specialising in the engineering, design, procurement, installation, and maintenance of mooring systems for floating platforms. Headquartered in Aberdeen, with a satellite office in Glasgow, FMS also specialise in the planning and undertaking of marine activities related to floating platforms such as towage, vessel loadouts, marine assurance, and assisting with location planning and consent.
The Role?
We are seeking an experienced Personnel Logistics Coordinator to join our busy team on a full time, permanent basis, based in Bridge of Don, Aberdeen.
Acting as the focal point for all personnel logistics requests, you will support the Project Manager(s) and Project Coordinator(s) to ensure all personnel are mobilised and demobilised to meet client requirements in accordance with company procedures, the successful candidate will hold previous experience within a similar role, preferably within the Energy Industry, be experienced in multi-national visa applications and processing, whilst holding a good understanding of IR35 Regulations / Off Payroll Working Rules.
You will hold the ability to multi-task and adapt to changing work conditions, whilst prioritizing your own workload in accordance with operational requirements, have excellent time management skills with a keen eye for detail and be self-motivated with a good work ethic.
What will you do?
This list does not represent an exhaustive list but indicates the main responsibilities the post holder will be required to undertake:
- Responsible for maintaining an open dialogue with personnel to ensure whereabouts are known and tracked effectively, updating the personnel tracker and availability lists accordingly.
- Assist the Project Manager(s) to ensure skillsets of offshore personnel are in line with project work scopes.
- Responsible for monitoring FCO and / or AIG to determine in country requirements for upcoming projects, alerting Project Manager(s) and Project Coordinator(s) of any changes that may impact operations.
- Administer and Coordinate Visa / Work Permit processes tracking and monitoring the progress of all applications updating the Project Manager(s) as necessary.
- Responsible for liaising with the companys travel provider to schedule flights, hotels, car rental etc for all travellers, providing itineraries and updating company systems in a timely manner.
- Responsible for ensuring route and carrier options align with client requirements and company procedures as necessary.
- Work closely with Project Coordinator(s) and Finance to ensure purchase orders and flight plans reflect cost tracking records.
- Assist to support the applications of passport renewals and second passport applications as required.
- Responsible for the issuance of travel letters to support the travel process as required.
- Liaise with the clients / agents to obtain all required documentation to support visa / work permit requirements in a timely manner.
- Responsible for raising purchase orders and seeking relevant approvals for personnel mobilisation.
- Responsible for determining subcontractor IR35 status as necessary in accordance with company procedures, informing the Project Manager(s) accordingly.
- Assist the Project Coordinator(s) to maintain the subcontractor registers ensuring all information remains current and up to date, verifying company / training / qualifications and insurance details as required.
- Assist the Project Manager(s) and Project Coordinator(s) with the completion of mobilisation paperwork as necessary.
- Create and maintain traveller profiles within the travel agents portal.
- Assist in managing stock levels for PPE.
- Participate in on-call Rota as and when required.
- Maintain a strong communication with departments internally e.g., Operations / Survey & Positioning etc... to ensure largescale projects run efficiently.
- Assist with any other duties as and when required.
Your Experience?
Essential:
Previous Crewing Coordinator experience including international travel requirements.- Experience within a personnel logistics role preferably within the Energy Industry OR
- Experienced in multi-national visa applications and processing.
- Experience in supporting multiple fast-paced projects.
- Proficient in the use of Microsoft Office Programmes.
- Knowledge of IR35 Regulations / Off Payroll Working Rules.
Preferred:
Experienced using SharePoint.
Experience using Sage Accounts.
You?
Ability to multi-task and to adapt to changing work conditions.- Ability to prioritise workload in order to meet deadlines.
- Excellent time management skills with high attention to detail.
- Strong interpersonal & organisational skills.
- Personable and able to communicate effectively across all levels of the business.
- Good written and verbal communication skills in English.
- Self-motivated with a good work ethic.
- Ability to work independently in challenging circumstances and use initiative to propose and implement improvements to work practices.
