Staff Operations 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

Would you like to play a key role in getting our expedition teams to the polar regions? If you are organised, detail-oriented and interested in the travel and expedition industry, read on.

Staff Operations Coordinator based in Copenhagen

To strengthen our Expedition Operations department, we are looking for a structured and proactive Staff Operations Coordinator for our office in Copenhagen. This is a full-time, on-site position.

Our headquarters are in Copenhagen, but we operate globally with modern vessels dedicated to polar expeditions. We specialize in unique and educational journeys where sustainability, authenticity, and quality are always at the forefront.

Polar Latitudes Expeditions is continuing to build its brand across entities in Denmark, Germany, the USA and Australia, supported by an ambitious growth plan to become a preferred choice for both travellers and trade partners. This is an opportunity to join us as we shape the next chapter of the Polar Latitudes Expeditions brand.

Your key responsibilities and tasks will include:

• Coordinating all travel logistics for expedition staff, including flights, hotels, transfers and related arrangements
• Liaising with port agents, DMCs and service suppliers to arrange staff logistics
• Owning all expedition staff documentation, including contracts, employment letters, immigration requirements and staff ship manifests
• Sending joining instructions and pre-departure information, and handling exit paperwork when contracts end
• Maintaining staff records in our HR system, tracking documents and certificates
• Managing and processing expedition staff expenses, and making sure staff submit them on time
• Supporting the Finance team with payroll by keeping staff contracts and the staff database accurate and up to date
• Building positive, collaborative relationships with our expedition staff
• Contributing ideas to improve our processes and ways of working
• Travelling occasionally to our vessels for operational set-up or product familiarisation, as approved by the Director of Expedition Operations

You’ll report directly to the Director of Expedition Operations and collaborate daily with colleagues in Expedition Operations, Finance, as well as with our expedition staff around the world.

Your career journey so far

Your career path doesn't have to have followed a straight line, but we are looking for someone with experience in travel coordination, crew or staff logistics, HR administration or a similar operational role. You have strong attention to detail, are well organised and can manage multiple tasks and deadlines at once. You handle confidential personal information with discretion, and you are comfortable working with HR systems, databases and MS Office, especially Excel.

Knowledge of visas or seafarer documentation, and experience from the travel, shipping or hospitality industry, will be an advantage. That said, don't hold back if you can see yourself succeeding in this role.

Because of our international environment, strong English skills, both written and spoken, are required. Additional languages are an advantage.

What we offer: A role with global outlook and real impact

At Polar Latitudes Expeditions, you'll become part of an international team where there's a short path from idea to action. We are in the middle of an exciting transition, building more structure and scalable solutions, and your input will help shape how we support our expedition teams.

You'll hold a central role in our operation, working closely with expedition staff and leadership, with the opportunity to visit our vessels and see our expeditions first-hand.

We offer a workplace with competitive salary and employment terms that reflect your skills and experience.

If you have any questions, please contact us at [e-mail].