Crewing Administrator - Non FIFO position

About Bhagwan Marine

Since beginning operations in 2000, Bhagwan Marine has become the largest Australian marine vessel operator servicing the Oil & Gas, Resources, Civil Construction, Towage, Marine Logistics, and Defence Industries. 

With over 650 staff, a fleet of more than 150 vessels and marine assets, and an international network of offices and facilities, Bhagwan Marine is recognised today as a diverse, adaptive, and proactive business that strives to not only meet the needs of its clients but to surpass their expectations.

This year we are deploying a dynamic expansion strategy to ensure that our fleet and operations capabilities continue to develop through the acquisition and design and commissioning of purpose-built vessels, as well as through the recruitment of talented, well-trained, and highly motivated people.

The Opportunity

To support the growth of our company, Bhagwan Marine is looking for an experienced Crewing Administrator to join our growing team, located in Dampier. This fast-paced position requires a person who is highly motivated, is a quick thinker, has exceptional administrative skills and the ability to work independently.

Responsibilities

• Assist the Operations Coordinators with various administrative activities as required.
• Assist the Operations Coordinators with end-to end recruitment, onboarding and rostering of marine crew for upcoming projects.
• Assist with the coordination and mobilisation of crew to, from and between vessels including booking drug and alcohol tests, scheduling inductions, booking flights, and onboarding staff into both clients and internal online portals.
• Assist Vessel Superintendents with operational activities including vessel scheduling, crew selection and personnel management/logistics.
• Liaise with vessel master’s and crew to meet contract requirements.
• Ensure company vessels are manned in accordance with statutory and company requirements.
• Assist Vessel Superintendents with ensuring vessels comply with the Company Policies and procedures as defined in the Integrated Management System (IMS).
• Assist Vessel Superintendents with ensuring vessels are managed and maintained in compliance with statutory rules and regulations and industry guidelines.
• Assist with answering any HR queries from crew, escalating to the Vessel Superintendents and/or the Senior Operations Coordinator when necessary.
• Provide planning updates for vessel schedules.
• Provide shore-based support to vessel Master’s and Vessel Superintendents on day-to-day operational matters.
• Assist our regional areas with manning requirements as directed by the Senior Operations Coordinator. 
• Assist with effective close out of incidents as required by QHSE Coordinator.
• Manage and maintain PPE, including Uniforms and Personal Floatation Devices (PFDs).
• Ensure all crew have appropriate training and conform to specific contractual and client requirements as well as to the processes and procedures defined within the Company Integrated Management System (IMS).
• Manage and maintain employee details, records and rosters using HRIS software.
• Maintain and upkeep of personnel files and electronic records.
• Prepare payroll reports in a timely manner and assist payroll with any queries (as required).
• Coordinate employee training requirements including in-house & third-party training.
• Compile Sea service statements for crew (as requested).
• Provide coverage of relevant key positions as required such as in the event of annual leave or other absences, ensuring that all handover notes are adhered to, and outstanding tasks completed in a timely manner.
• Be available for afterhours support if required.
• Other duties as assigned.

Requirements:

• 2 years’ experience in an administrative position.
• Proficient in MS Office Suite and quick to learn new software is essential.
• Experience in personnel logistics including travel management and accommodation bookings is highly desirable.
• Strong organisational skills with the ability to multi-task and prioritise.
• Exceptional communication skills, both written and verbal.
• Ability to work with minimal supervision and meet deadlines.
• High level of positive interpersonal skills with the ability to build successful relationships with key stakeholders.

Benefits:

• We have a strong focus on health, safety, and the environment.
• We actively work on promoting a positive and effective safety culture.
• We have a ‘can do' attitude that values initiative and achieving our goals
• We have a flexible working environment with the opportunity to work remotely