Personnel Logistics Coordinator

Aretè & Cocchi Technology; Aberdeen City; Hybrid; GBP 30,000 - 46,000; Full time

Benefits offered by this job

Hybrid working model

Aberdeen location

12 months contract

Job summary

Saipem in Aberdeen is seeking a Personnel Logistics Coordinator to manage the mobilisation and demobilisation of offshore personnel across our global operations. You will report to the Personnel Logistics Team Lead, coordinating travel, visas, and offshore certifications to ensure compliance with company procedures and regulatory requirements.

The role requires 2–3 years in international travel coordination within a fast-paced logistics environment; experience in ROV, Aviation, or Marine sectors

Qualifications

• 2–3 years of experience coordinating international travel and visa arrangements in a fast-paced Personnel Logistics environment.
• Experience in ROV, Aviation, or Marine sectors of Oil & Gas is desirable.
• Proficiency with Microsoft Office suite and travel management systems.

Responsibilities

• Coordinate mobilisation and demobilisation of offshore personnel worldwide.
• Arrange travel (flights, accommodation, car hire, rail) and ensure cost-effective compliance.
• Maintain accurate records in offshore personnel tracker and HR reports.
• Coordinate with HR, Training, and Department Managers on requirements.
• Participate in an on-call rota to support vessels and personnel outside normal hours.
• Keep Saipem procedures and regulatory knowledge up to date.

Skills

International travel coordination

Visa processes

Microsoft Office

Travel Management System

Tools

TMS (Travel Management System)

Offshore Personnel Tracker

Job description

Saipem is a global leader in the engineering and construction of major projects for the energy and infrastructure sectors, both offshore and onshore. Saipem is “One Company” organized into business lines: Asset Based Services, Drilling, Energy Carriers, Offshore Wind, Sustainable Infrastructures, Robotics & Industrialized Solutions. Always oriented towards technological innovation, the company’s purpose is “Engineering for a sustainable future”. As such Saipem is committed to supporting its clients on the energy transition pathway towards Net Zero, with increasingly digital means, technologies and processes geared for environmental sustainability. Listed on the Milan Stock Exchange, it is present in more than 50 countries around the world and employs about 30,000 people of over 130 nationalities.

Purpose of the position: As a Personnel Logistics Coordinator, you will play a key role in ensuring the smooth mobilisation and demobilisation of offshore personnel across our global operations, you will report to our Personnel Logistics Team Lead. You will support the core business function to ensure that company and corporate objectives are met by providing efficient logistics support within the HR dept. You will be the Personnel Logistics focal point for allocated vessels and manage all aspects of personnel logistics.

How can you support us? Your responsibilities will include:

• Coordinating the mobilisation and demobilisation of personnel worldwide, ensuring travel is arranged efficiently, cost-effectively, and in line with crew change schedules
• Providing regular updates to Department Managers, offshore personnel, and the Personnel Logistics Team on vessel-specific mobilisation and visa requirements
• Ensuring all offshore certification is valid and up to date prior to mobilisation, including (but not limited to):
  • Passports and Seafarers ID
  • Offshore survival certifications (e.g. BOSIET, FOET, STCW, OLF, Bi-Deltoid, EBS/CAEBS)
  • Medical fitness certificates (e.g. OGUK and Saipem medicals)
  • Relevant vaccinations (e.g. Yellow Fever)
• Working closely with the HR Team to schedule training and medical refreshers in line with mobilisation dates
• Booking and managing all travel requirements (flights, accommodation, car hire, rail) through the company Travel Management System (TMS), ensuring compliance with contractual and operational requirements
• Maintaining accurate records within the Offshore Personnel Tracker, offshore files, and HR Headcount reports, including vessel movement and rotation data
• Keeping the Personnel Details Staff List up to date, ensuring travel preferences and changes are communicated to HR
• Coordinating with the Training Department to arrange client-specific training requirements
• Participating in an on-call rota, providing support to vessels and personnel outside standard working hours
• Providing team cover during absences, ensuring continuity of operations
• Maintaining up-to-date knowledge of Saipem procedures, industry standards, and statutory regulations

What are we looking for?

Experience

• Previous experience (typically 2–3 years) in coordinating international travel and visa arrangements within a fast-paced Personnel Logistics environment
• Experience within the ROV, Aviation, or Marine sectors of the Oil & Gas industry is highly desirable

Technical Knowledge

• Strong understanding of:
  • Visa processes and international travel requirements
  • Offshore certification and training requirements
  • Global travel restrictions and compliance considerations

IT Skills

• Competent in the Microsoft Office suite (intermediate level or above)

What we can offer you:

• Contractor position, PAYE, full-time for 12 months (possibility to extend)
• Hybrid working model: Smart Working options and flexible hours to help you achieve a better work-life balance.
• Our One Saipem Way soft skills model leverages on skills development, career growth, opportunities to innovate through complex challenges by promoting communication and collaboration to achieve common goals.
• Location: Aberdeen, Bridge of Don
• Start date: as soon as a successful candidate is identified

Please note: All applicants must reside in the UK and possess full, permanent UK right-to-work status, as Saipem is unable to offer sponsorships.

Additional Information

We embrace diversity! At Saipem, we believe that innovation thrives through diversity. Our culture is built on mutual respect, collaboration, inclusion and the belief that our differences drive our progress.

Safety and Sustainability matter to us! Operating in difficult and at times extreme situations, the focus is always on the health and safety of people and the preservation of the natural ecosystem.

One vision, many paths, limitless possibilities.

PRIVACY POLICY

All candidates’ personal data will be processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018