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Personnel Coordinator

2 months ago

Kintore, Aberdeenshire, United Kingdom CRC Evans Full time
Job Description

Job Title: Personnel Coordinator

Job Summary:

The Personnel Coordinator will play a critical role in supporting the EMEAA Project Delivery team with the execution of all personnel logistics related to project assignments. This includes mobilization and demobilization of personnel working in conjunction with the HR and operations teams.

Key Responsibilities:

  • Mobilization and Demobilization: Assist in ensuring that all personnel mobilizing to projects have the correct training, visas, documentation to meet project requirements.
  • Visa and Documentation: Assist with the process of obtaining second passports, visa applications, and work permits.
  • Project Staffing: Assist with manning assigned projects with competent, certificated, and medically fit personnel in accordance with Company and client-specific requirements.
  • Personnel Tracking: Track and record comprehensive and accurate personnel movements for projects on the personnel tracking system - Solab, recording accurate personnel changes, personnel availability, and any uplifts.
  • Offshore Personnel Records: Maintain all offshore personnel records and certification on Solab, ensuring all necessary documentation is available and valid, conduct competence validation checks.
  • Travel Arrangements: Manage global travel arrangements and in-country personnel logistical requirements.
  • Logistical Support: Focal point for travel providers, coordinate accommodation, travel, and organize any other logistical requirements for project personnel, ensuring the best and most cost-effective travel options are selected.
  • Project Assignment Conditions: Prepare project assignment conditions, travel letters, and any other travel or project information.
  • Cost Tracking and Payroll: Support the project team with cost tracker accuracy and finance with accurate payroll information.
  • Payroll Queries: Deal with any associated payroll queries and re-direct queries to HR or payroll as necessary.
  • Expense Claims: Validate and approve offshore personnel timesheets and expense claims, recording expense claims for project approval.
  • Purchase Orders: Raise purchase orders and validate costs.
  • Agency Recruitment: Provide support with agency offshore recruitment activities, sourcing suitable personnel.
  • Personnel Holidays: Record offshore personnel holidays or leave requirements in Solab.
  • PPE Requirements: Order, log, and arrange delivery (if necessary) of PPE requirements for field personnel.
  • Meetings and Support: Attend and minute weekly operations meeting and other project meetings as required, supporting project-specific work and new initiatives across the business.
  • Process Improvement: Suggest improvements on areas the personnel team can operate more efficiently.
  • On-Call Rota: Participate in out-of-hours on-call rota and participate in the department and emergency on-call response rota.

Job Specific Education Required:

  • A 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 and 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 organized and efficient with attention to detail
  • Honest, trustworthy, confidential, and discreet