Learning & Certification Operations Specialist

Ocean Technologies Group; Polska; On-site; PLN 36,000 - 48,000; Full time

Job summary

OneOcean is seeking a Learning & Certification Administrator to provide administrative support across Learning, Compliance and Certification teams in Poland. You will maintain records, process routine tasks, prepare documentation, update systems, support customer inquiries and ensure data accuracy across training, certification, digital products and Approved Test Centre activities.

The role supports efficient service delivery by maintaining documentation and assisting with administration of

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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

Administrative experience

Organisational skills

Communication skills

MS Office proficiency

Data entry

Tools

Microsoft Office

Job description

OneOcean is seeking a Learning & Certification Administrator to provide administrative support across Learning, Compliance and Certification teams in Poland. You will maintain records, process routine tasks, prepare documentation, update systems, support customer inquiries and ensure data accuracy across training, certification, digital products and Approved Test Centre activities.

The role supports efficient service delivery by maintaining documentation and assisting with administration of