Expedition Staff Logistics Coordinator

Polar Latitudes Expeditions; København; On-site; DKK 420,000 - 540,000; Full time

Job summary

Polar Latitudes Expeditions is seeking a Staff Operations Coordinator for our Copenhagen office. The role is full-time and on-site, reporting to the Director of Expedition Operations and collaborating with Expedition Operations, Finance and staff worldwide.

You will coordinate travel logistics for expedition staff, manage staff records, contracts and visas, support payroll, and help improve processes across our international team. Strong English and MS Office skills are essential.

Qualifications

• Experience in travel coordination, crew or staff logistics, HR administration or similar operational role.
• Strong attention to detail, well organised, able to manage multiple tasks and deadlines.
• Proficient with HR systems, databases and MS Office, especially Excel.
• Knowledge of visas or seafarer documentation is advantageous.
• Strong English skills, written and spoken; additional languages are a plus.

Responsibilities

• Coordinate travel logistics for expedition staff, including flights, hotels, transfers and related arrangements.
• Liaise with port agents, DMCs and service suppliers to arrange staff logistics.
• Own all expedition staff documentation, including contracts, employment letters, immigration requirements and staff ship manifests.
• Send joining instructions and pre-departure information, and handle exit paperwork when contracts end.
• Maintain staff records in our HR system, tracking documents and certificates.
• Manage and process expedition staff expenses, ensuring timely submissions.
• Support Finance with payroll by keeping staff contracts and the staff database up to date.
• Build positive, collaborative relationships with expedition staff.
• Contribute ideas to improve processes and ways of working.
• Travel occasionally to vessels for operational set-up or product familiarisation, as approved by Director.

Skills

Travel coordination

Crew logistics

HR administration

Attention to detail

MS Office

Excel

Tools

MS Office

Excel

Job description

Polar Latitudes Expeditions is seeking a Staff Operations Coordinator for our Copenhagen office. The role is full-time and on-site, reporting to the Director of Expedition Operations and collaborating with Expedition Operations, Finance and staff worldwide.

You will coordinate travel logistics for expedition staff, manage staff records, contracts and visas, support payroll, and help improve processes across our international team. Strong English and MS Office skills are essential.