HR Coordinator

Key Responsibilities

General Responsibilities

• Always maintains visibility and approachable demeanor.
• Effectively implements and assists with day to day administrative tasks of HR Office.
• Interpret and advise Officers and Crew regarding Shipboard policies/procedures and benefits, in conjunction with HRSM.
• Maintain crew notice boards.
• Assists in the orderly filing of team members documentation.
• Assists in any port or various authority inspections.
• Conducts all onboard HR audits as required/applicable.
• Maintain computerized crew data in Fidelio systems including demographics, personal effects, documents, and function changes.
• Maintain associated reports, crew breakdown, on/off and T.O.P. / Complement Variance, ensuring timely communication with HRSM and HRM/D regarding possible data discrepancies.
• Enters crew data into MAPS as and when required.
• Coordinates the embarkation and disembarkation process for team members with Documentation Manager.
• Addresses raised internet queries by team members.
• Creates monthly reports in timely manner.
• Prepares blank appraisals and rating cards and audits the binders to assure all rating cards have been adequately issued and are accounted for.
• Responsible for coordination of ships mail for team members

Embarkation and Disembarkation

• Assist with embarkation by checking of regular onboarding documentation including any medical requirements / pre-boarding documentation checks in liaison with Medical team,
• Collects passports and seaman's books to pass to Documentation Manager.
• Collects all training certificates and passes them to Documentation Manager for record maintenance.
• Collects and verifies medical certificates, enters into MAPS and passes to medical team
• Prepares the embarkation pack.
• Assist with meet and greet of all embarking team members.
• Implements Employee Orientation Program (EOP) cards process and completion.
• Enter EOP tracking records in the system.
• Facilitates EOP process including organizing buddies.
• Books the training room and notifies respective parties via email of required attendance for Welcome aboard meeting.
• Assists and coordinates disembarkation tasks in coordination with HRSM to assure that all related tasks are executed.
• Responsible for preparing discharge certificates for all disembarking team members and leasing with Captain for sign off

Team Wellbeing and Welfare

• Attends the CRC meeting and takes minutes.
• Creates posters and CRC monthly calendar.
• Assure that events are set up and implemented as planned.
• Maintains CRC boards and communicates the crew events to the onboard team via email.
• Ensures that there is a balanced offering of social, recreational and educational programs per needs analysis to raise onboard wellbeing and crew engagement.
• Oversees the planning and execution of crew events and solicits feedback from all departments on a regular basis.
• Maintain the Crew Library and ensure inventory
• Ensures that Crew TV and/or Crew Information Boards are kept up to date with relevant information.
• Monitors and maintains oversight of crew welfare inventory.
• Responsible for team member equipment rental and bike program and all associated maintenance
• Ensures Crew Assistance Program (CAP) services awareness and implementation.
• Communicates availability of religious services and Sailors Society for crew wellbeing.

Culture and Core Values

• Always demonstrates commitment to the Company’s values, beliefs, goals and initiatives.
• Consistently upholds our Core Values and the Culture Essentials.
• Promotes a culture of safety, compliance, transparency, care and trust through the lens of diversity, equity and inclusion. Serves as a role model.
• Acts as a Company representative and always portrays a positive image of Holland America Line to all guests and fellow teammates onboard and ashore.
• Always maintains professional, effective, and motivated working relationships across all functions. Deals with feedback positively and strives for continuous improvement.
• Fosters teammate’s wellbeing, actively engages and supports onboard activities that strive to enhance it.
• Promotes a harassment-free environment at all times.
• Maintains the confidentiality of sensitive information at all times.

Safety and Compliance

• Monitors shipboard operations to ensure they are in compliance with HR Policies and Procedures, Global HESS, MLC 2006, relevant Fleet Regulations and other applicable internal, external and governmental regulations at all times.
• Promptly reports any deficiencies to HRSM / HRM.
• Provides guidance and coaching to managers and crew, and immediately addresses non- conformities and reports them to the HRSM / HRM.
• Always promotes the company’s Global HESS culture and programs.

Skills, Knowledge & Expertise

• Marlins score of 80 and above.
• Strong analytical skills.
• Commitment to follow established policies and procedures.
• Able to work independent in order to perform objective audit and reporting tasks.
• Able to work well and communicate effectively with shipboard personnel.
• Ability to multi-task and handle constantly changing priorities.
• Leadership, training and organizational skills demonstrated through past experience.
• Ability to keep information confidential at all times.
• Strong communication skills including written and verbal English communication.
• Working knowledge of computers and the ability to navigate within a variety of software programs such as Excel, Word and PowerPoint.
• Working knowledge of database programs, the ability to work with these programs proficiently.

Physical Requirements

• Must be 18 years of age or older
• Must be able to perform normal and assigned emergency duties.
• Must be able to work varied shifts which can average up to 12 hours per day, everyday while on board.
• Must be able to climb vertical ladders, and stairways; step over high sills; and manipulate door closing systems.
• Must be able to work with arms raised; stand and walk for an extended period; and enter confined spaces.
• Must be able to don a lifejacket or immersion suit; crawl; feel for differences in temperatures; handle fire-fighting equipment; and wear breathing apparatus (where required as part of duties).
• Must be able to maintain qualification of the Seafarer Medical Examination
• Able to pass basic safety course.
• Able to work 7 days per week.
• This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates.