We are looking for an HR Crewing Coordinator to join our team!
KOTUG Canada is currently seeking a HR Crewing Coordinator to join our dynamic team in Victoria, BC. This role is critical to our operations as it is responsible for ensuring that crew scheduling aligns with operational demands while upholding crew compliance with safety regulations and competency standards to meet our company and client requirements.

Duties and Accountabilities
The HR Crewing Coordinator will primarily be responsible for coordinating deployment of marine crew to KOTUG Canada’s vessel operations. Main responsibilities include full-cycle recruitment, onboarding new employees, crewing, coordination of training and compliance for seagoing employees, HRIS data management and logistical support. The responsibilities of this role include but are not limited the following:

• Work collaboratively with Human Resources and Operations teams to manage marine crewing for KOTUG Canada vessels supporting the recruitment and selection process. This includes resolving any unexpected crew shortages to ensure timely relief for effected crew positions on the vessel.
  • Creating posting and managing applicants including the resume inbox
  • Pre-screening candidates and coordinating interviews
  • Completing references and background checks
  • Coordination of onboarding and offboarding process
• Administer all aspects of the Human Resource Information System (HRIS), acting as a lead user to ensure all records and entries are accurate and up to date in the system regarding employee’s personal details, contact information, next of kin data, employment information, training and certification, and current rotation/scheduling for timekeeping purposes.
• Liaise with payroll as required regarding timesheets, employee benefits, pension, salary changes and new hired employees.
• Conduct vessel visits in person on a regular basis to meet with and interact with crew.
• Manage employee relations, handling employee complaints, incidents, and conflict resolution, escalating to senior management where necessary.
• Assist with the management of all employee leaves, including but not limited to short- and long-term disability, maternity/parental, leaves of absence and employment accommodation plans as required.
• Create internal communications and respond to employee inquiries in a timely manner.
• Monitor, track and ensure employees are trained in compliance with all relevant regulations, including IMO, Transport Canada, Marine Personnel & STCW regulations along with IMCA guidelines, Nautical Institute publications and any other marine regulatory bodies, ensuring that crew certifications and training remain valid and compliant.
• Assist in management of the cadet and indigenous training programs for KOTUG Canada. This includes providing introductions and presentations to current and prospective students enrolled in marine programs at local colleges, universities and/or local communities.
• Responsible for communication of and the coordination and logistics of crew movements are managed on time and within budget and provide comprehensive advice to Senior Management on crewing operations.
• Coordinate travel and logistics of crew mobilizing for work and training; including oversight of visa applications (as required) and coordination of other travel documents as applicable.
• Preparation of monthly reports for HR and Operations including KPI, training compliance, employment equity, turnover, etc.
• Act as a brand ambassador for KOTUG Canada and represent the company by attending and participating in industry events, conferences, and career fairs to promote career opportunities and company values. This includes the organization of company and community events.

Who are we looking for
We are looking for a proactive and detail-oriented HR Crewing Coordinator who thrives in a fast paced environment. The ideal candidate must be able to effectively communicate with employees, management, clients, and all stakeholders, etc. We are looking for someone that is passionate about people, process-driven, and aligns with our values of safety, integrity, and operational excellence.

Experience & Qualifications

• 5+ years of experience in the marine or offshore industry is preferred. An equivalent combination of certification, training and experience will be considered.
• Post secondary education or training with a focus in business, administration and/or Human Resource Management is required.
• Minimum 5 years’ experience working in a fast-paced administrative capacity is preferred.
• Previous experience working offshore in a seafaring capacity would be considered an asset.
• CPHR would be considered an asset and is preferred.
• Excellent computer proficiency with MS Office: Outlook, Word, and Excel.
• Previous experience completing data entry within HR/ Crew Management software is required.
• Knowledge of employment legislation, including the Canada Labour Code

Key Competencies

• Must be willing and able to promote diversity and inclusion practices while understanding and managing the dynamics of a diverse workforce.
• Must display excellent people management, negotiation, time management and organizational skills and can prioritize and manage multiple tasks in a busy, fast paced environment
• Must display strong personal ethics and integrity and always maintain confidentiality.
• Strong interpersonal and communication skills are required with the ability to handle stressful situations in a tactful and confidential manner.
• Demonstrated experience working independently with solid judgement, initiative, problem solving and critical thinking skills.
• Comfortable creating and delivering presentations to groups on company services and employment opportunities.
• Must be accountable, dependable, pro-active and work well in a team environment.
• Fluent English written and verbal communication skills

What we offer
KOTUG Canada offers an opportunity to be part of an innovative forward-thinking marine organization. Your key role will ensure that our offshore vessels are staffed effectively and efficiently, contributing directly to the success of our dynamic and growing operations.

Join a dynamic team where your efforts directly impact the success of our business and the satisfaction of our crew and customers while taking your career to new heights.

Apply today!  A copy of your cover letter and CV can be forwarded to resumes@kotugcanada.ca quoting “HR Crewing Coordinator” in the subject line.  

We thank all applicants for their interest but only candidates selected for an interview will be contacted.