HR Documentation Admin NCLA

Prestige Cruise Services LLC; Virginia; Sur place; USD 40 000 - 55 000; Plein temps

Résumé du poste

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.

Responsabilités

• 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.

Connaissances

MS Excel

Outlook

Word

MAPS system

Communication skills

Organizational skills

Confidentiality

Formation

High School Diploma

Outils

MAPS software

Description du poste

GROW YOUR CAREER WITH US

At Norwegian Cruise Line Holdings (NCLH), we know our future success depends on our ability to attract and retain the very best talent. Our brands deliver vacations of a lifetime with innovative product offerings, a high level of service and unique guest experiences aboard each vessel and we're continually seeking applicants who are passionate about hospitality and committed to being their personal best. As you learn more about our company, we think you will agree that there is no better time than now to become a member of the NCLH family!

JOB SUMMARY:

Support the Norwegian Cruise Line Merchant Mariner Credentials administrative operations of the pre-deployment Training Center in Piney Point, MD.

POSITION RESPONSIBILITIES:

• Reviews, verifies, and corrects Merchant Mariner Credential (MMC) applications and Medical Certificate (MC) information from trainees.
• Guide trainees through NAVITA enrollment and the submission of MMC and MC applications.
• Assign self as Proxy and upload all required U.S. Coast Guard documentation to the NAVITA system for trainees currently attending or who have completed training.
• Ensures U.S. Coast Guard applications and trainees' confidential information are always kept secure using NCLH security policies.
• Enforces the use of MAPS as the primary business tool and system of record.
• Maintains the required MAPS updates as defined by established policy.
• Ensures the U.S. Coast Guard document information in MAPS is maintained accurately so that correct information is captured when download from MAPS to Fidelio occurs.
• Acts as the US Coast Guard document liaison between Training Center and Miami Office.
• Collect National Maritime Center (NMC) deliveries from the school administration.
• Return credentials to NMC for no longer employed applicants.
• Process and distribute received Coast Guard documents.
• Scan received U.S. Coast Guard credentials and creates an Excel spreadsheet to track the received credentials.
• Send the Excel tracking spreadsheet to relevant parties via email on a weekly basis.
• Assists management with follow up on U.S. Coast Guard document problems.
• Answers questions and assist trainees regarding U.S. Coast Guard documents.
• Prepare onboarding packets and swag bags for incoming trainees.
• Helps with printing of forms, handouts, and training manuals as needed.
• Maintains set daily office hours to provide support and assistance to management on a variety of issues.
• Perform other job-related functions and projects assigned.

DEGREE TYPE:

High School Diploma.

EXPERIENCE:

0-1 years experience as Administrative Assistant or in HR administrative roles.

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 NCLA reports to the Manager HR & Training NCLA and keeps the Manager HR & Training NCLA 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 NCLA on the vigilant oversight of MAPS to ensure accuracy of records.
• Successfully liaise at all levels with corporate team members, as well as with hosting facility.
• Maintains highest level of confidentiality to protect the trainees and Norwegian Cruise Line Holdings.
• Work week is Monday through Friday.

COMPETENCIES & SKILLS:

• Intermediate proficiency required in Microsoft Excel, Outlook, and Word programs.
• Knowledge of MAPS preferred but not required. Ability to learn MAPS system.
• Strong organizational and administrative skills.
• Strong self-starter, able to work with little to no supervision.
• Strong written and verbal communication skills, with a positive and service-oriented approach.
• Ability to maintain information as confidential. Able to work 5 days a week. Must have a broad understanding of Company rules and regulations.

ABOUT NCLH

Norwegian Cruise Line Holdings Ltd. (NYSE: NCLH) is a leading global cruise company which operates the Norwegian Cruise Line®, Oceania Cruises® and Regent Seven Seas Cruises® brands. The combined brands currently operate 32 ships, employ over 35,000 shipboard crew from more than 110 different countries and visit approximately 700 different port destination each year.

LEARN MORE ABOUT OUR COMPANY:

• At a Glance
• Brand Overview
• Norwegian Cruise Line
• Oceania Cruises
• Regent Seven Seas Cruises
• New Releases

EQUAL OPPORTUNITY EMPLOYER

It is Norwegian Cruise Line Holding's policy not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, d