ABOUT CREWBRIDGE

Helping maritime businesses employ people with confidence.

CrewBridge Maritime specialises in professional employment, payroll and HR administration services for commercial vessel operators and maritime businesses.

Our role is simple: we become the shipowners trusted employment partner, providing compliant employment structures, accurate payroll administration and responsive HR support, allowing the shipowner to remain focused on operating their business.

Job Description

Operations and Crew Administrator

Location: St Peter Port
Department: Crew and Client Operations
Reports To: Managing Director

Hours of Work: 35 hours per week (some flexibility)

THE ROLE

The Operations and Crew Administrator is a hands-on role responsible for assisting with the smooth running and growth of the business. 

Reporting to the Managing Director, the role supports crew and client operation, office administration, payroll and compliance activity, and, in time, will develop new client relationships. 

The postholder will assist the Directors and staff and provide some limited cover during absences, within agreed authority and company policies. 

During the company’s growth phase, the postholder will personally handle a broad range of operational and administrative work and respond flexibly to changing business needs.

Full training and support will be provided as you commence and develop in the role.

Business and office operations 

• Support day-to-day office administration, priorities, records, service processes and communication with clients, crew, suppliers and advisers. 
• Support the Directors and staff with operational planning, management information, decisions and follow-through.  
• Take on other reasonable duties needed to support the business as its priorities evolve. 

Business development and client relationships (developing duties)

• Seek new opportunities in the maritime market, develop the prospective client pipeline and support proposals and follow-up. 
• Build and maintain trusted relationships with prospective and existing clients, understand their requirements and coordinate responsive service. 
• Manage onboarding of new clients, including collection and review of know your customer (KYC) information, required approvals, documentation and periodic client reviews in line with company policy. 

Crew administration and HR  

• Maintain accurate crew records, contracts, certifications and employment documentation; coordinate crew onboarding and offboarding. 
• Check crew documentation against applicable flag state, client and maritime requirements, and monitor medicals, training and certificate expiry dates. 
• Support crew queries about contracts, payroll, leave and HR matters. 
• Maintain confidentiality and improve HR and crew management processes. 

Payroll and financial administration 

• Assist in preparing and processing monthly crew payroll accurately and on time; verify timesheets, rotations, leave, overtime and adjustments. 
• Coordinate payroll information with finance colleagues and external providers, reconcile reports, resolve discrepancies and prepare management summaries. 
• Assist with bookkeeping, bank administration, payment processing and related reconciliations and records, following approval limits, segregation of duties and company controls. 
• Support compliance with applicable tax, social security and maritime payroll requirements. 

Compliance and reporting (developing duties)

• Conduct compliance reviews and maintain complete, current compliance files for clients, crew and operations in accordance with company policy and applicable requirements. 
• Maintain audit-ready personnel, payroll and client records; monitor review and renewal dates and escalate gaps or risks promptly. 
• Support compliance with the Maritime Labour Convention (MLC), company policies and employment requirements; prepare HR, payroll and compliance reports and support audits. 

Qualifications and experience 

• This is an entry-level role, open to ambitious and driven school leavers or graduates or someone with a couple of years’ administrative experience who is looking for a new opportunity.
• Some practical exposure to office administration, bookkeeping or payment processes, client onboarding and compliance reviews would be desirable but not essential; 
• Confident use of Microsoft Office and systems.
• Opportunity to commence study either in CIPP (Chartered Institute of Payroll Professionals) or CIPD (Chartered Institute of Personnel and Development) 

Personal attributes 

• Someone who embraces this new role with dedication, genuine interest for the maritime sector with an appetite to learn
• Proactive and detail orientated in nature.
• Problem-solving skills will be key in this role as will be the ability to support and quickly resolve clients issues as and when they arise.
• Organised and accurate, with sound judgment, discretion and respect for confidential information. 
• Clear communicator who builds trust with clients, crew and colleagues and can manage competing deadlines. 
• Flexible and willing to handle both strategic and routine tasks as business needs change. 

Commercially minded, and comfortable taking responsibility in a growing business. 

A central role in the development of a growing maritime services company, with scope to shape its processes, client base and team. CrewBridge offers a collaborative working environment, professional development and a competitive salary. 

Benefits: 

• 35hr contracted week - with some flexibility.
• 25 days paid annual leave, plus bank holidays
• BUPA private medical insurance
• Statutory pension contribution