Marine Personnel Coordinator

Seattle, WA

Air Transportation

About the position

Foss Maritime is seeking a detail-oriented and proactive Marine Personnel Coordinator to support our marine workforce and operations. This role is critical in ensuring seamless scheduling, payroll processing, compliance, and workforce coordination while fostering strong relationships with mariners and operational teams. As a key liaison between marine personnel, operations, payroll, and HR, the ideal candidate will bring strong organizational skills, problem-solving abilities, and a passion for supporting a world-class maritime team. If you have a maritime background, experience with crew scheduling, payroll, and union agreements, and thrive in a dynamic, fast-paced environment, we invite you to join us in delivering excellence at sea.

Responsibilities

• Verify and process marine personnel timekeeping and payroll data, ensuring compliance with union agreements (daily wages, overtime, sick leave, disability, and vacation pay).
• Input and audit payroll data in the company payroll system.
• Collaborate with payroll and accounting to resolve payroll discrepancies and special payroll situations.
• Provide regular HR reporting on labor costs, overtime, and PTO usage.
• Assist in recruiting, interviewing, and onboarding marine personnel, ensuring compliance with hiring policies and collective bargaining agreements.
• Schedule and track crew assignments while optimizing staffing levels and minimizing unnecessary costs.
• Coordinate pre-employment physicals, drug testing, and background checks as required.
• Work closely with HR to manage employee leaves of absence and ensure regulatory compliance.
• Support labor contract implementation, grievance resolution, and union seniority list management.
• Ensure all mariners' licenses and certifications are current and assist with renewals and compliance tracking.
• Process crew travel arrangements and expense reimbursements.
• Maintain communication with vessel crews to address personnel concerns and enhance office-to-vessel coordination.
• Coordinate and manage marine personnel recognition and reward programs.
• Support compliance with regulatory requirements, company policies, and safety initiatives.
• Conduct vessel visits as needed to enhance crew engagement and communication.
• Create purchase requisitions and reconcile invoices with Accounts Payable using SAP and Esker systems.
• Manage company-sponsored programs for marine personnel.
• Perform special projects and other duties as assigned.

Requirements

• Understanding of vessel operations, crewing, and regulatory requirements.
• Prior experience in maritime operations, HR, or personnel coordination preferred.
• Experience with ADP or similar payroll systems preferred.
• Familiarity with collective bargaining agreements and labor relations.
• Ability to interact effectively with mariners, leadership, and various departments.
• Ability to manage multiple tasks and adapt to changing priorities.
• Strong skills in Microsoft Office Suite (Excel, Word, Outlook).