Crew Management Coordinator

GENERAL SUMMARY:

The Crew Management Coordinator is responsible for overseeing crew assignments, scheduling, and compliance while supporting HR functions such as recruitment, employee relations, and policy enforcement. This role ensures that vessels are staffed with qualified personnel who meet regulatory and company requirements while also assisting with HR duties, including onboarding, payroll coordination, and employee support.

JOB RESPONSIBILITIES AND DUTIES:

The job responsibilities include, but are not limited to the following:

Crew Management and Scheduling

• Oversee crew assignments, scheduling, and rotations for vessel operations.
• Ensure all crew members meet regulatory and company compliance requirements (e.g., licensing, medical certificates, drug testing, and training).
• Serve as the main point of contact for crew-related inquiries and concerns.
• Coordinate travel and logistics for crew changes, including flights, accommodations, and ground transportation.
• Lead in coordinating crew change day activities.
• Maintain accurate records of crew schedules and crew movements to aid in payroll.
• Maintain accurate records of employee certifications and employee records.
• Collaborate with Operations, Port Captains, and Port Tankerman to anticipate staffing needs and address shortages.

HR Generalist Functions

• Assist in recruiting, onboarding, and retaining qualified crew members.
• Support employee relations by addressing crew concerns and facilitating conflict resolution when needed.
• Ensure compliance with company policies, employment laws, and maritime labor regulations.
• Maintain and update personnel records, including demographic information, certifications, and performance documentation.
• Assist with payroll processing, verifying time records, and resolving discrepancies.
• Support benefits administration and coordinate with HR on employee benefits and leave management.
• Facilitate training initiatives and track crew development programs.
• Other duties, as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

PERFORMANCE METRICS

• Payroll accuracy
• Crew change cost control

QUALIFICATIONS AND REQUIREMENTS

• High School education is minimum, some college or bachelor’s degree preferred.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and communication skills, with the ability to interact with both shore-based and vessel personnel.
• Proficiency with the Microsoft Office Suite, and ability to master the HRIS system and crew management programs.
• Ability to work flexible hours and be available for urgent crew issues when necessary.
• Knowledge of maritime industry regulations including USCG and Jones Act requirements preferred.
• Experience in crew management, maritime operations, oil and gas, offshore industries or HR functions preferred.
• Understanding of HR policies, labor laws, and best practices in employee relations preferred.
• Familiarity with Paycom, Helm CONNECT, TowWorks, or other crew management systems preferred.
• HR certification (PHR, SHRM-CP) is a plus.

Supervisory Responsibility

This position has no supervisory responsibility.

Expected Hours of Work and Travel

This is a full-time position, typically requiring Monday through Friday hours, with flexibility to address urgent crew or HR matters outside of regular business hours. Some evening or weekend availability may be needed based on crew scheduling demands, vessel operations, or emergency staffing situations. Occasional travel may be required to vessels, facilities, training centers or recruitment events. Travel could include day trips or overnight stays.