Office and personnel coordinator

Office and Personnel Coordinator

Location: Dyce

Contract Duration: 1 month (holiday cover)

Role Summary

The Office and Personnel Coordinator is responsible for ensuring efficient office administration while managing the full offshore personnel lifecycle, including recruitment, certification compliance, crew planning, travel logistics, and performance coordination. The role supports regulatory compliance, HSE requirements, and cross-functional collaboration across Operations, HSE, Procurement, and HR. In addition, the position contributes to continuous improvement in personnel logistics, facilitates key corporate events such as the annual offshore seminar, and provides essential administrative support to maintain smooth daily operations.

Qualifications / Certificates

• Strong knowledge of offshore certification requirements.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Exceptional communication and interpersonal skills.
• Proficient in MS Office Suite and comfortable learning new software.

Interface / Communication

• Offshore employees

Experience

• Proven experience in an administrative or office coordinator role.
• Demonstrable experience in personnel coordination, crewing, or HR, ideally within the oil and gas or maritime industry.
• A proactive and problem‑solving mindset.
• Capable to be working on own initiative, self‑administrating.
• Fiscally responsible.

Area of Responsibilities

• Office Administration
• Offshore Personnel Management
• Compliance, HSE & Risk Management

Activities and Tasks

Office Administration

• Act as the first point of contact for all office-related inquiries and manage day-to-day office activities to ensure a productive work environment.
• Supplier and Vendor Management for the office: Oversee relationships with office suppliers, manage inventory of office supplies, and handle procurement of necessary items.
• Meeting and Event Coordination: Arrange and coordinate internal and external meetings, including booking venues, preparing materials, and organizing catering.
• Administrative Support: Provide administrative support to the Aberdeen team, including handling mail, managing schedules, and preparing documents.

Offshore Personnel Management

• Recruitment and Onboarding: Lead the recruitment process for offshore personnel, from sourcing candidates to interviewing, and managing the onboarding process.
• Certification and Compliance: Ensure all offshore personnel hold valid and up-to-date certifications required for offshore work (e.g., BOSIET, MIST, medical certificates).
• Crew Management: Plan and manage crew compositions for offshore projects, ensuring each team has the right mix of skills and experience.
• Crew Holiday management: Manage crew holiday planning according to holiday policy and keep track of vacation days.
• Travel and Logistics: Coordinate all travel and accommodation for offshore personnel, including flights, hotels, and ground transportation to and from rigs/vessels.
• Respond to queries regarding travels and logistics even when they occur outside of office hours.
• Performance Management: Manage a system for trip‑by‑trip performance appraisals and conduct annual performance reviews for all offshore staff.

Compliance, HSE & Risk Management

• Ensure all offshore personnel logistics activities comply with maritime, aviation, customs, and safety regulations.
• Conduct risk assessments and emergency response planning for offshore transport.
• Monitor contractor performance and adherence to HSE requirements.
• Support audits, incident investigations, and continuous improvement initiatives related to offshore personnel logistics.
• Develop group-wide personnel logistics strategies to support offshore operations.
• Standardize procedures and best practices across business units and sites.
• Optimize supply chain flows to reduce costs and increase reliability for offshore travel.
• Facilitate cross-functional collaboration with Operations, HSE, Procurement, and HR.
• Provide regular reports on personnel logistics performance, KPIs, and cost tracking to management.
• Annual Seminar and Training: Organize the annual offshore seminar, which includes sourcing training providers, managing logistics, and planning social events to foster team cohesion.

The employee may be required to undertake other duties reasonably assigned by the Company in accordance with operational requirements.