Specialist, Shipboard HR

Job Summary

The Specialist, Shipboard HR offers extensive support services to the Shipboard HR team, encompassing a diverse range of responsibilities, including but not limited to:

1. Manage the uploading of all documents to Adonis Personal Manager (APM).
2. Provide support to Scheduling Managers in the scheduling and deployment of crew.
3. Serve as vacation/PTO relief for Scheduling Managers.
4. Manage the processing of Flag State Seaman’s Book applications through the Bahamas Online Information Registration System (BORIS).
5. Ensure timely updates to APM as directed by the Director of Shipboard Recruiting.

Essential Job Duties

General Responsibilities

• Collaborate with the marketing department to manage social media presence, focusing on attracting new talent for shipboard positions. Post job openings as directed by the Manager of Shipboard Talent Acquisition.
• Generate turnover and other crew-related reports for senior management.
• Own the population of new hire data into APM, ensuring that profiles are fully completed.
• Conduct regular audits of the APM to verify and update crew data, ensuring accuracy.
• Produce Welcome Letters for all crew turnaround ports.
• Assist, if necessary, in preparing Letters of Guarantee required for visa applications.
• Support new direct hires throughout the onboarding process.
• Accurately document meeting minutes and promptly distribute them to relevant stakeholders.
• Oversee the department's mail, facilitating the timely delivery of ship mail to the relevant port agency for distribution to the vessels.
• Establish effective communication channels with Port Agents to stay informed about the latest crew immigration rules and regulations, ensuring the Shipboard Department is up to date.

Financial Responsibilities

• Own the reconciliation of Shipboard HR-related invoices with final approval provided by the Director of Shipboard Recruitment.
• Manage communication with hiring partners or other vendors to address any discrepancies in invoices and resolve such discrepancies. Escalations to be differed to the Senior Director of Shipboard HR, as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Functions, duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

Works in a typical office environment with quiet-to-moderate noise generated by computer printer, fax machine and light traffic.

Physical Demands

Requires sitting, standing, walking, bending, and reaching. May require lifting or pushing up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone, and other office equipment.

Expected Hours of Work

Standard hours are from 9 am to 6 pm. The position is full-time and frequently requires working additional time outside of normal business hours; off-office hours and weekend availability may be requested based on operational needs.

Requirements

Education:

• High School Diploma or its international equivalent required. A bachelor’s degree in business administration or a similar degree is preferred.

Experience:

• Five years of relevant Shipboard HR experience in the Cruise Industry, with a preference for expertise in crew scheduling, rotation planning, and/or onboarding.

Skills/Qualifications:

• Proficiency in Microsoft Outlook, Word, and PowerPoint programs.

• Advanced Excel proficiency, including the authoring of complex formulas and macros

• Knowledge of Adobe Acrobat Pro

• Solid understanding of international geography and time zones.

• Proficient in communicating with multicultural audiences; adept at adjusting communication style to align with the specific needs of the audience.

• Strong copywriting, editing and proofreading skills.

• Must be highly detailed-oriented with strong organizational and follow-up skills.

• Team player with a positive attitude who works well cross-functionally.

• Resourceful, creative self-starter who takes initiative to learn processes and get things done with little supervision.

• Ability to multi-task and thrive in a fast-paced environment where strategic brand-building efforts are priority – start-up experience a plus.