HR Services Coordinator - onboard cruise ship

As HR Services Coordinator, you will liaise closely with the HR Services Manager to ensure the efficient handling of crew-related matters and provide excellent customer service to crew members. This role requires strong organizational skills, attention to detail, and the ability to work well under pressure in a dynamic and fast-paced environment.

Essential Functions:
• Facilitate and ensure accurate crew data entry in Fidelio System.
• Demonstrate a genuine concern for crew’s well-being using a proactive approach.
• Oversee the crew sign-on and sign-off process, as directed by the HR Services Manager reviewing immigration documentation such as passports, seaman’s book visas, Alien Resident Cards (ARC), STCW Certificates, Flag Endorsement (Deck/Engine) and Employment Contract to determine validity of documents. Refers unusual documentation to the HR Services Manager.
• Prepare all D1/D2/259/I-408 documents prior to arrival at the port of Tampa.
• Ensure the efficient process of sign-on (D1) and sign-off (D2) documents by Customs and Immigration (CBP Officers) as per the supervision of HR Services Manager.
• Assist in the coordination of crew arrivals, departures, and crew transfers. (Blue One/VOK)
• Prepare sign on forms, labels, cabin key, crew id, name tags for the crew arrivals.
• Liaise the sign-on and sign-off processes, and ensure Crewmembers receive all documentation prior to signing off, including airline tickets, seaman’s book and discharge certificates.
• Follow up crew cabin issues and complaints. Report to the maintenance as AVO.
• Handle cabin change requests and obtain approval of HR Services Manager.
• Follow up cabin change requested by the fellow crew members.
• Confirm that the cabin is in place and updated.
• Verify STCW Certificates are valid and well organized.
• Identify and fill in Certificates of Competency, License and Bahamas Endorsement for Deck and Engine.
• Handle crew related documentation, crew files (Performance Evaluation Log, Verbal Warning, Evaluations).
• Ensure accuracy of Hotel, Deck and Engine Records (Shipboard Familiarization)
• Responsible for tracking resting hours of the respective departments. Coordinate timely submission with heads of departments.
• Assist with crew payroll processes and related paperwork.
• Accumulate and distribute crew pay slips.
• Assist crew and coordinate with HR Services Manager if there are discrepancies in payroll.
• Responsible to fill in the details for Brightwell Application and verify the Employee ID Numbers are correct.
• Responsible for distribution of Brightwell cards to new-hire crew members. Explain the instructions upon enrollment for the card.
• Assist crew members with their Brightwell card when they encounter unknown transactions on their account
• Receive cash payments for crew accounts and hand over to HR Services Manager.
• Balance counts and check physical passports and seaman’s books weekly.
• Knowledge and understanding of the Fidelio System in all aspects from entering, editing the data and reports.
• Review expense forms (Hotel Expenses, Deck/Engine Claim Expenses) and verify the appropriate receipts are attached.
• Compliance with General Data Protection, integrity and confidentiality of individual personal data in the premises of the HR Office.

Qualifications:
• Bachelor’s degree in Human Resources, Business Administration, or related field preferred; equivalent experience may be considered.
• Must meet all regulatory requirements for shipboard employment and pass background checks.

Experience:
• Minimum 2–3 years of experience in HR administration, crew management, or payroll processing, preferably in a cruise ship or hospitality environment.
• Experience with immigration documentation and compliance processes.
• Previous experience handling confidential employee information and HR systems.

Knowledge, Skills, and Abilities:
• Strong understanding of HR policies, procedures, and employment regulations.
• Knowledge of immigration requirements, crew sign-on/sign-off processes, and maritime labor standards.
• Familiarity with payroll systems, Brightwell application, and HRIS platforms.
• Proficient in Fidelio system for crew data entry and reporting.
• Understanding of General Data Protection Regulation (GDPR) and confidentiality standards.
• Administrative Skills: Ability to manage complex documentation, maintain accurate records, and prepare compliance reports.
• Technical Skills: Proficiency in Fidelio, HRIS systems, Microsoft Office Suite, and payroll applications.
• Communication: Excellent verbal and written communication skills for interacting with crew members, management, and external authorities.
• Organizational: Strong ability to prioritize tasks, manage multiple responsibilities, and meet strict deadlines.
• Problem-Solving: Analytical skills to resolve crew issues, payroll discrepancies, and documentation challenges.

Language Requirements:
• Ability to speak English clearly, distinctly and cordially with guests and crew.
• Ability to understand instructions given in English during emergency life saving procedures and drills.
• Ability to read and write English in order to understand and interpret written procedures. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from guests, supervisors and coworkers.
• Ability to speak additional languages such as Spanish, French or German preferred.

• $2500 per month, 6 month contract, shared cabin

• Previous ship experience preferred and valid documents