Crewing Coordinator

Intermoor, Acteon's Moorings and Anchors business line, provides project and operational management expertise to customers across the mooring lifecycle. By combining operational knowledge of mooring equipment, anchor handling, and industry failure modes with subsea engineering expertise, we create a company unmatched within the mooring niche. This approach mitigates risks in delivery, installation, and operations across the lifecycle, reducing mooring lifecycle costs and safeguarding major operations that protect start-up schedules when mooring and mooring intervention are on the project or production critical path.

We are sourcing a Crewing Co-Ordinator on a full time, permanent basis. Based in Bridge of Don, Aberdeen, the Crewing Co-Ordinator is responsible for the efficient sourcing, coordination, mobilisation, and demobilisation of employees and contractors to support project and operational requirements. The role ensures personnel meet all competency, compliance, training, certification, contractual, and IR35 requirements, while maintaining accurate records and supporting effective workforce planning.

Duties & Main Responsibilities

Crewing, Personnel and Contractor Coordination

• Support the identification, selection, and engagement of suitably qualified, competent, and appropriately experienced personnel, including employees and third-party contractors, to meet operational and project requirements.
• Coordinate the efficient and timely mobilisation and demobilisation of personnel in accordance with project, contractual, client and operational requirements.
• Prepare and issue Contracts for Services for third-party contractors and ensure all required personal, supplier and supporting information is obtained and provided to the relevant departments for set-up within the ERP system.
• Ensure the required IR35/off-payroll working assessment and approval process has been completed prior to the engagement or mobilisation of applicable contractors, escalating any missing, unclear, or non-compliant arrangements before proceeding.
• Prepare and issue call-off/mobilisation instructions for employees and third-party contractors, including assignment details, location, travel, and accommodation requirements, and maintain an accurate and up-to-date call-off register.
• Maintain accurate and current personnel and contractor training and competency matrices for internal operational planning and external/client requirements.
• Maintain accurate and up-to-date CVs, work histories, and personnel records for employees and third-party contractors.
• Maintain the Personnel Tracker and Availability Matrix, ensuring accurate visibility of personnel availability, mobilisation status, and operational commitments to support effective resource planning.
• Provide the Duty Person with regular updates on planned personnel movements to support effective out-of-hours operational coverage and mobilisation requirements.

Travel, Mobilisation and Logistics

• Liaise with client logistics teams to coordinate offshore travel and helicopter bookings, ensuring personnel are correctly scheduled and all necessary requirements are satisfied.
• Coordinate company travel and accommodation arrangements in accordance with the Company Travel Policy, operational requirements, and cost-control expectations.
• Coordinate visa and immigration requirements for personnel undertaking international assignments, ensuring applications are progressed within the required timescales.
• Support the administration and coordination of the Duty/on-call rota, including participation where required.

Training and Competency

• Proactively monitor training, competency, medical and certification expiry dates, notifying relevant
• Managers of upcoming requirements to minimise the risk of personnel becoming unavailable for mobilisation.
• Obtain appropriate management authorisation for refresher or additional training and coordinate the booking of approved training courses.
• Ensure training and competency certificates are accurately recorded within the Training Matrix and relevant personnel systems/files, with supporting records provided to HR or other relevant functions as required.
• Maintain accurate training and competency information to support personnel selection, mobilisation readiness and compliance with client and project requirements.
• Identify potential training or certification gaps that may affect personnel availability or project delivery and escalate these to the appropriate Manager in a timely manner.

Operational and Commercial Administration

• Facilitate and support regular Operations Meetings, including preparation of relevant information, recording actions, and distributing meeting outputs to appropriate stakeholders.
• Utilise the ERP system to accurately record personnel movements and prepare required quotations and purchase orders relating to personnel and equipment in accordance with company procedures and delegated authority requirements.
• Attend relevant weekly and monthly meetings, maintaining accurate action trackers, reports, and associated records.
• Prepare and coordinate Tender Document Requests, pre-qualification questionnaires, and vendor/supplier registration documentation, ensuring information is accurate, complete, and submitted within required timescales.
• Actively contribute to the continuous improvement of processes, systems, and services, identifying opportunities to improve efficiency, compliance, and service delivery.

Quality Management

• Maintain documentation in a manner that supports effective auditability, traceability, retrieval, and record retention.

Data Protection and Confidentiality

• Ensure employee and third-party contractor information, including CVs, contact details, training records, competency information, travel information and supporting documentation, is handled securely and confidentially.
• Process, access, share, retain and dispose of personal information only where authorised and necessary for legitimate business purposes, in accordance with the UK GDPR, Data Protection Act 2018 and applicable company policies and procedures.
• Ensure sensitive personnel, contractor, client, and commercially confidential information is only disclosed to appropriately authorised parties and through approved company systems.
• Promptly report any actual or suspected data breach, loss of information, unauthorised access, or inappropriate disclosure in accordance with company procedures.

QHSE and Compliance

• Adhere to and actively support all Intermoor Ltd QHSE strategies, policies, objectives, KPIs, initiatives, procedures, and management systems applicable to the role.
• Perform all activities in accordance with applicable company policies, contractual requirements, legislation, regulatory requirements, and approved management systems.
• Maintain appropriate records and supporting evidence to demonstrate compliance with applicable company, client, contractual and regulatory requirements.
• Identify and escalate areas of actual or potential non-compliance, operational risk, or process weakness to the appropriate Manager.

Required

Essential

• Good standard of general education, with a high level of numeracy and literacy
• Good working knowledge of data protection, confidentiality, and information-security requirements, including awareness of UK GDPR requirements when handling employee and contractor information
• Competent user of Microsoft Office applications, including SharePoint, Excel, Word, Outlook, and Teams
• Strong organisational and planning skills, with the ability to manage multiple personnel movements, changing priorities and time-critical mobilisation requirements
• High level of accuracy and attention to detail, particularly when maintaining personnel information, contractor documentation, training records, travel arrangements, and operational systems
• Strong verbal and written communication skills, with the ability to liaise effectively with employees, contractors, Project Managers, clients, suppliers, and other internal and external stakeholders
• Ability to work effectively under pressure and respond appropriately to changing operational requirements and short-notice mobilisation demands
• Ability to work independently, prioritise workload and identify matters requiring management approval or escalation
• Demonstrable commitment to QHSE, compliance, confidentiality, and continuous improvement

Preferred

• Previous experience in a crewing, personnel logistics, mobilisation, operations coordination, or similar administrative role
• Experience coordinating personnel and/or third-party contractors within an operational or project environment
• Experience or working knowledge of IR35/off-payroll working rules and contractor engagement requirements, including awareness of the Status Determination Statement (SDS) process
• Experience coordinating personnel mobilisation and demobilisation, including travel, accommodation and associated logistical requirements
• Commercial awareness with an understanding of the importance of cost-effective travel, mobilisation, and resource coordination
• Experience maintaining personnel, training, competency, and certification records, including monitoring certification expiry and training requirements
• Experience of coordinating or booking personnel training and maintaining associated training/competency matrices