The Personnel Co‑ordinator is responsible for supporting the EMEAA Project Delivery team with execution of all personnel logistics relating to project assignments, encompassing all aspects of mobilisation and demobilisation for personnel working in conjunction with HR and operations teams. The role oversees the entire lifecycle of personnel mobilisation, ensuring smooth and efficient operations across all tasks.
Role specific responsibilities:
* Assist with ensuring that all personnel mobilising to projects have the correct training, visas, and documentation to meet project requirements.
* Assist with the process of obtaining second passports, visa applications and work permits.
* Assist with manning assigned projects with competent, certificated, and medically fit personnel in accordance with company and client specific requirements.
* Liaise with the operations team for scheduling and facilitation of personnel changes.
* 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.
* Maintain all offshore personnel records and certifications on Solab, ensuring all necessary documentation is available and valid, and conduct competence validation checks.
* Manage global travel arrangements and in‑country personnel logistical requirements.
* Coordinate with travel providers, accommodation, travel and other logistical requirements for project personnel, ensuring cost‑effective travel options are selected to achieve commercial margins on mob/demob fees.
* Prepare project assignment conditions, travel letters and any other travel or project information.
* Support the project team with cost tracker accuracy and finance with accurate payroll information.
* Deal with any associated payroll queries and redirect queries to HR or payroll as necessary.
* Validate and approve offshore personnel timesheets and expense claims, recording expense claims for project approval.
* Raise purchase orders and validate costs.
* Provide support with agency offshore recruitment activities, sourcing suitable personnel, when required.
* Record offshore personnel holidays or leave requirements in Solab.
* Order, log, and arrange delivery (if necessary) of PPE requirements for field personnel.
* Attend and minute weekly operations meetings and other project meetings as required.
* Support project specific work and new initiatives across the business.
* Suggest improvements on areas where the personnel team can operate more efficiently.
* Participate in out‑of‑hours on‑call rota and participate in the department and emergency on‑call response rota.
Job Specific Education Required:
* 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 & Knowledge Required:
* Able to use own initiative and be self‑motivated with excellent time management.
* Capable of working under pressure, to deadlines, and operating 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 organised and efficient with attention to detail.
* Honest, trustworthy, confidential, and discreet.
Seniority level
Entry level
Employment type
Full‑time
Job function
Administrative
Industries
Oil and Gas, Manufacturing, and Services for Renewable Energy
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