HR Documentation Admin NCLA

Norwegian Cruise Line Holdings Ltd. • Piney Point, MD

7d • Onsite

About The Position

Support Norwegian Cruise Line Merchant Mariner Credentials administrative operations at the pre-deployment Training Center in Piney Point, Maryland. The role manages U.S. Coast Guard documentation for trainees, maintains accurate personnel records and MAPS data, and provides administrative support to trainees and management. The position handles confidential trainee information and serves as the liaison between the Training Center, the Miami Office, the National Maritime Center, and the hosting facility. The work week is Monday through Friday.

Requirements

• High school diploma.
• 0–1 years of experience as an Administrative Assistant or in an HR administrative role.
• Intermediate proficiency in Microsoft Excel, Outlook, and Word.
• Ability to organize and manage Coast Guard documentation and accurately maintain personnel files for 100–200 or more trainees per month.
• Strong organizational and administrative skills.
• Self-starter able to work with little to no supervision.
• Strong written and verbal communication skills and a positive, service-oriented approach.
• Ability to maintain confidential information.
• Ability to work five days a week, Monday through Friday.
• Broad understanding of company rules and regulations.

Nice To Haves

• Knowledge of MAPS; the ability to learn the system is also required.

Responsibilities

• Review, verify, and correct 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 yourself as Proxy and upload required U.S. Coast Guard documentation to NAVITA for current trainees and those who have completed training.
• Secure U.S. Coast Guard applications and trainees’ confidential information in accordance with NCLH security policies.
• Enforce the use of MAPS as the primary business tool and system of record, and maintain required MAPS updates in accordance with policy.
• Maintain accurate U.S. Coast Guard document information in MAPS so that correct information transfers to Fidelio.
• Act as the U.S. Coast Guard document liaison between the Training Center and Miami Office.
• Collect National Maritime Center deliveries from school administration and return credentials to NMC for applicants who are no longer employed.
• Process and distribute received Coast Guard documents.
• Scan received U.S. Coast Guard credentials and create an Excel spreadsheet to track them.
• Email the credential-tracking spreadsheet to relevant parties weekly.
• Assist management with follow-up on U.S. Coast Guard document problems.
• Answer questions and assist trainees regarding U.S. Coast Guard documents.
• Prepare onboarding packets and swag bags for incoming trainees.
• Print forms, handouts, and training manuals as needed.
• Maintain set daily office hours to support management on a variety of issues.
• Perform other job-related functions and assigned projects.
• Organize and manage Coast Guard documentation for trainees at a single-site training location, maintaining personnel files for 100–200 or more trainees per month.
• Ensure trainees have the correct Coast Guard applications and documentation valid for joining their assigned vessel.
• Liaise with the Manager HR & Training NCLA on oversight of MAPS and record accuracy, and keep the manager informed of Coast Guard document matters.
• Liaise with corporate team members and the hosting facility while maintaining confidentiality.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED