Learning & Certification Administrator

Ocean Technologies Group; Polska; On-site; PLN 50,000 - 74,000; Full time

Job summary

OneOcean is seeking a Learning & Certification Administrator to support the Learning, Compliance and Certification teams. You will maintain records, process routine tasks, update systems, and support customer enquiries with data accuracy across training, certification, and related platforms.

In this role you will handle course applications, certificate production, and onboarding documentation, while maintaining product and customer data logs and supporting audits and reporting.

Qualifications

• Experience in an administrative or coordination role.
• Strong organisational skills and attention to detail.
• Good written and verbal communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Ability to manage multiple tasks and priorities.
• Strong data entry and record management.
• Customer-focused approach and professional manner.
• Desirable: experience in training administration, certification, customer support, or business operations.
• Desirable: experience with databases, CRM systems, LMS platforms, or online portals.

Responsibilities

• Provide administrative support across Learning, Compliance and Certification teams.
• Maintain records and update systems across training, certification, and product activities.
• Assist with customer enquiries and onboarding processes.
• Support product, ATC, and data administration activities.
• Enter, verify and manage data across company systems and portals.

Skills

Administrative experience

Organisational skills

Communication skills

MS Office proficiency

Time management

Data entry

Customer focus

Tools

CRM systems

LMS platforms

Databases

Job description

Department: Operations Employment Type: Full Time Location: Poland Description: Discover OneOcean: OneOcean is a unified brand born from the integration of OneOcean and Ocean Technologies Group. Owned by Lloyd's Register, an organisation with more than 260 years of trust, integrity and leadership at sea, OneOcean combines the agility and ambition of a fast-moving innovator with the strength and stability of one of the world’s most trusted maritime institutions. At the heart of OneOcean is a portfolio unlike any other in maritime. A comprehensive, integrated portfolio built on years of expertise, trusted by thousands of maritime professionals around the world. Our Mission: Our mission is clear. In the race to zero emissions, our research, advisory and technical expertise and industry-firsts are supporting a safe, sustainable maritime energy transition. Today we are a leading provider of classification and compliance services to the marine and offshore industries, helping our clients design, construct and operate their assets to accepted levels of safety and environmental compliance.

Why Join OneOcean Crew?

• Legacy & Innovation: We were created more than 260 years ago as the world’s first marine classification society to improve and set standards for the safety of ships.
• Global Impact: Our digital solutions are relied upon by more than 30,000 vessels, following the acquisition of OneOcean in 2022 and Ocean Technologies Group in 2024.
• Product Offering: Covering five proven product areas - learning, fleet operations, compliance, voyage planning and performance management - supporting its customers from ship to shore, from training and people operations, to voyage compliance and optimisation.

Navigating the position: Learning & Certification Administrator

The Learning & Certification Administrator provides administrative support across the Learning, Compliance and Certification teams. The role is responsible for maintaining records, processing routine administrative tasks, preparing documentation, updating systems, supporting customer enquiries, and ensuring data accuracy across training, certification, digital products, and Approved Test Centre activities. The role contributes to efficient service delivery by supporting operational processes, maintaining accurate documentation, and assisting with the administration of training, certification, product, and customer records.

Key Responsibilities

Training & Certification Administration

• Support the administration of course applications and certification activities.
• Prepare application records for review by the Course & Certification team.
• Carry out basic validation and completeness checks on submitted documentation.
• Maintain certification, learner, and application records.
• Assist with certificate production, issue, replacement, and filing activities.
• Upload certificates and supporting documentation to customer systems and portals.
• Monitor shared inboxes and route enquiries to the appropriate team member.

Product & Platform Administration

• Maintain product records across Ocean Shop, Test Platform, HAG Portal, and associated systems.
• Update product information, customer records, and supporting documentation.
• Assist with product catalogue maintenance and routine data updates.
• Support testing activities through preparation of records and documentation.
• Maintain product and operational administration logs.

Approved Test Centre Administration

• Maintain Approved Test Centre records and documentation.
• Assist with preparation of onboarding, inspection, and review documentation.
• Update ATC databases, directories, and contact records.
• Support the administration of ATC fees, communications, and reporting activities.
• Prepare information required for ATC reviews and audits.

Customer & Administrative Support

• Provide first-line administrative support for routine customer enquiries.
• Respond to requests for documentation, status updates, and general information.
• Escalate technical, compliance, or complex enquiries to the appropriate team member.
• Support customer onboarding and account administration processes.
• Assist with maintaining customer records and correspondence.

Data & Records Management

• Enter, maintain, and verify data across company databases and systems.
• Support document control and record retention processes.
• Assist with audit preparation activities.
• Produce routine reports and administration summaries.
• Ensure records are accurate, complete, and maintained in accordance with company procedures.

General Team Support

• Assist with meeting administration, agendas, minutes, and action tracking.
• Support process documentation and work instruction updates.
• Prepare administrative documentation and reports for internal stakeholders.
• Provide administrative cover and support across the wider Compliance, Certification, and Product Operations teams as required.

Skills, Knowledge and Expertise

Essential

• Experience in an administrative or coordination role.
• Strong organisational skills and attention to detail.
• Good written and verbal communication skills.
• Confident using Microsoft Office, including Outlook, Word, and Excel.
• Ability to manage multiple tasks and priorities.
• Strong data entry and record management skills.
• Customer-focused approach and professional manner.

Desirable

• Experience within training administration, certification, customer support, or business operations.
• Experience using databases, CRM systems, LMS platforms, or online portals.
• Knowledge of document control and compliance administration processes.