Department: Finance and Administration

Sub-Department: Management

Reports To: Hotel Controller

Position Summary

The primary responsibility of the HR Coordinator is to perform all administrative services on any designated SSSL operated vessel within the Regent Seven Seas Cruises branch, while providing professional and reliable SSSL financial, administrative service onboard.

Essential Duties and Responsibilities

Operational

• Assist the F&B, Hotel Controller and all HOD’s onboard in matters of Time and Attendance Recording, communicating to them the working/rest hours.
• Operate and maintain the payroll system. Including all relevant charges and capturing any other incomes.
• Assist the HC with the PPS regarding documentation and reports.
• Monitor all crew movement, rotation and maintenance of the crew list.
• Provide efficient, prompt and accurate overall administration.
• Communicate all relevant information to the HC and HOD’s.
• Communicate with crew purser, to obtain and enter into the system, all crew charges form on board revenue activities.
• Verify and enter Allotment charges into the system.
• Communicate directly to the PH agents and update the Amendment form.
• Monitor time changes in TAR.
• Make adjustments manually in the system once the daily amended TAR sheets are submitted.
• Remove all unmatched time recordings.
• Monitor, log, and communicate repeated recording TAR violators via the TAR Matrix.
• Generate and communicate daily, a detailed report with Over Time totals per department by crew member.
• Generate and communicate to HC, a list of new joined crew who do not possess Ocean Pay Visa Pre Paid Card.
• Arrange training and orientation/presentation of Ocean Pay and ensure enrollment of the Ocean Paid cards, for all new joiners.
• Operate the Virtual Terminal manually in order to upload amounts to crew members.
• Print PPS receipts and keep one signed copy of each transaction.
• Generate PPS End Of day Transaction Report, which matches with the total unload amounts.
• Maintain the PPS equipment.
• Keep PPS VT passwords strictly confidential.
• Enroll crew members in the WU option offered by Ocean Pay.
• Print the Worked and rest Hours of each crew member, using the Apollo Solution TAR and obtain signatures monthly.
• Oversee the printing and issuing of Letter of Employment for sign-off crew as instructed from Head Office.
• Oversee the welcoming and processing of sign-on documentation.
• Oversee the maintenance of the Human Recourses files.
• Ensure that all written warnings and verbal counseling reports are filed and communicated to the HOD’s and HO.
• Oversee the filing of all evaluations and communicate them to the HO.
• Effectively communicate all crew movement and all crew related concerns.
• Forward and communicate all special requests to HO, ensuring effective communication back to the crew members and the respective HOD’s.
• Maintain and post regular office hours.
• Communicate to Head Office if there are any discrepancies concerning the appropriate sign on documentation, including salary disputes.

Financial

• Verify and enter all repatriation withholding charges in the System, or any other charges notified from Head Office.
• Obtain, verify and enter all other incomes in the system.
• Generate Mid Cash Advance once all above financial information is verified and accurately entered i n to the system.
• Produce and maintain all signed sheets for all financial payroll related transactions.
• Prepare, update and generate minor payrolls for all sign off’s.
• Print pay slips and obtain signatures, 2 copies or Master list.
• Close any Minor Payrolls before generating End of Month Major Payroll .
• Generate the Detailed Payroll Report by department.

Training & Development

• Attend all meetings, training activities or classes related to assigned position as required.
• Mentor, develop and provide on-the-job training to subordinates to strengthen their current performance and in preparation for future advancement.
• Perform various trainings in order to ensure that all crew members are aware of all matters.

Safety Responsibilities

• Ensure that all safety procedures are followed.
• Cooperate with the Staff Captain in adhering to the Ship’s Safety Program.
• Follow the Ship Rules & Regulations.
• Maintain a safe and sanitary environment for all guests and crew members.
• Follow proper procedures and instructions at all times to prevent damage of any kind to ship or company property.
• Participate in safety drills as required.

Resources

• Possess knowledge of the Fleet Administration Manual, Supply Chain Manual, Systems Application Manual, Human Resources Manual and Shipboard Training.
• Liaise with HR Scheduling Manager after each crew movement and to send the updated crew rotation list to all personnel involved.
• Maintain a high level of crew morale within the administration dept. ensuring that all crew are treated in a fair and unbiased manner and the team works with a positive atmosphere.

Other Duties and Responsibilities

• Inform the F&B Manager and HOD promptly of all relevant matters.
• Ensure confidentiality when handling sensitive information.
• Achieve the primary objectives of the position and comply with the above-mentioned accountabilities in a timely and efficient manner in accordance with SSSL policies.
• Project a favorable image of the company, promote its aims and objectives, and foster and enhance public recognition and acceptance of all its areas and endeavors.
• Comply with the safety and pollution prevention regulations and operating procedures at all times, participating in all relevant meetings and training sessions.
• Participate in all mandatory training without excuse.
• To efficiently perform all other duties as requested by shipboard management or shore side.

Qualifications

Knowledge, experience, skill, and/or ability

Required

• Minimum 5 years of experience as HR Administrator or Payroll Manager in a luxury hospitality establishment or upscale cruise line.
• Excellent understanding of HR issues and payroll.
• Fluent in written and spoken English,
• Communicate effectively with the senior management.
• Ability to lead and make decisions.
• Good administrative skills.
• Experienced in coaching subordinates.
• Must be cost and quality conscious.
• Adhere to specific scheduled work hours, yet be flexible if circumstances require it.
• Work with international team members.
• Perform assigned duties under pressure (time constraints).

Preferred

• Cruise Ship Experience.
• Fluency in additional language(s)

Required computer skills

• Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
• Possess sufficient computer knowledge in order to use the company software.

Education/experience/certifications

• High School Diploma or international equivalent.
• Diploma in Accounting and or HR Management.
• STCW.

Other Skills:

• Knowledge of general office practices, procedures and equipment.
• Ability to prioritize tasks and work independently.
• Strong organizational, interpersonal and communication skills .
• Ability to interact with senior-level management and owner representatives.

Math Ability:

• Able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Work Environment & Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job the employee is regularly required to: Stand; Use hands to finger, handle, or feel; Reach with hands and arms; Talk or hear and smell.
• Must be able to lift or move up to 55 pounds (25 kilograms) without assistance.

Vision Requirements:

• Ability to adjust focus, depth perception, peripheral vision, distance vision and close vision and to be able to otherwise perform the essential functions of the job in a manner that does not present danger to the employee or others with or without a reasonable accommodation.