HR Documentation Admin (Coast Guard Records)

Prestige Cruise Services LLC; Virginia; On-site; USD 40,000 - 55,000; Full time

Job summary

Norwegian Cruise Line Holdings Ltd. seeks an Administrative Assistant to support MMC/MC administrative operations for trainees at the pre-deployment Training Center. You will guide NAVITA enrollment, upload Coast Guard documentation, and maintain MAPS records.

The role emphasizes confidentiality, weekly credential tracking, and close coordination with the Miami Office. Monday through Friday work week and strong Excel/Outlook/Word skills are preferred.

Qualifications

• Must be able to efficiently organize and manage Coast Guard documentation for trainees for a single-site training location.
• Must be able to maintain personnel files accurately and efficiently for 100-200+ trainees per month.
• HR Documentation Administrator reports to the Manager HR & Training and keeps the Manager informed of all Coast Guard document related matters.
• Ensure trainees are in possession of correct Coast Guard applications and documentation valid for joining their assigned vessel.
• Liaise with Manager HR & Training on MAPS oversight to ensure accuracy of records.
• Maintain confidentiality of trainees and company information.

Responsibilities

• Reviews, verifies, and corrects MMC and MC information from trainees.
• Guide trainees through NAVITA enrollment and submission of MMC/MC applications.
• Assign self as Proxy and upload required Coast Guard documentation to NAVITA.
• Ensure Coast Guard applications and confidential information are secure.
• Enforce MAPS as primary system of record and keep updates as defined by policy.
• Scan Coast Guard credentials and track via Excel, distribute tracking sheet weekly.
• Assist management with follow up on Coast Guard document issues.
• Prepare onboarding packets and training materials as needed.

Skills

MS Excel

Outlook

Word

MAPS system

Communication skills

Organizational skills

Confidentiality

Education

High School Diploma

Tools

MAPS software

Job description

Norwegian Cruise Line Holdings Ltd. seeks an Administrative Assistant to support MMC/MC administrative operations for trainees at the pre-deployment Training Center. You will guide NAVITA enrollment, upload Coast Guard documentation, and maintain MAPS records.

The role emphasizes confidentiality, weekly credential tracking, and close coordination with the Miami Office. Monday through Friday work week and strong Excel/Outlook/Word skills are preferred.