Site Administrator

Oil and Gas


  • Assures efficient co-ordination of personnel tracking system and administration of personnel matters on board.
  • Maintains required administration of all personnel on board in line with Company procedures.
  • Prepares and co-ordinates crew changes as instructed by the Master / Superintendent for marine and technical crew.
  • Monitors and organizes the arrival and departure of all personnel and arrange transport of all departing personnel to final destination.
  • Prepares helicopter manifests.
  • Ensures all new arrivals are in possession of a valid medical certificates and valid safety training certificates as per Company training matrix – informs Master of any deficiencies.
  • Maintains personnel data and retains copies of medical certificate and safety training certificates.
  • Allocates cabins for all personnel and maintain records for Muster Lists.
  • Retains passports and seaman’s books of all personnel.
  • Registers embarkation and disembarkation of Seamen and technicians as per company guidelines.
  • Updates Muster-list, Crew List/ POB-PASO List.
  • Prepares monthly time sheets of vessel personnel and issues to Company.
  • Prepares payroll sheets for marine and technical crew linking the dedicated Job Number for cost allocation under the supervision and signature by Master/Superintendent.
  • Prepares statements of meals consumed, in conjunction with the Camp Boss – obtains signature from Master.
  • Ensures official documents for customs and immigration are updated and obtain signature from Master.
  • Logs/arranges/ distributes incoming and outgoing mail as per standing instructions issued by Master.
  • Supervises accommodation / cabin cleaning and servicing.
  • Receives and processes time sheets of all Subcontractors.
  • Ensuring that the appropriate documents (Hard and Soft Copies) relating to the Vessel CA&A system are maintained and made available for inspection to the system verifier and other interested parties;
  • Assisting vessel personnel to document and maintain their individual competence Portfolio’s and Logbooks;
  • Liaising with partner companies and other stakeholders to ensure that all crew mandatory HSE courses are kept current and the personal records of the crew are updated accordingly;
  • Maintaining and keeping in good order the training certificates of the vessel;
  • Maintaining the HSE Training record and matrix for courses conducted onshore;
  • Assuring candidate portfolios and Record of competence logbooks are kept up to date and stored in a secure place;
  • Liaising with the Vessel HSE Engineer/CSO to identify training gaps and potential dates for re-assessments;
  • Ensuring all certificates issued to vessel personnel under the Competency Assessment and Assurance scheme are kept in such a way that authenticity or confirmation of issue of a certificate can be verified at a later stage if necessary.


  • ​Higher education                                           
  • Must have at least 2-3 years’ experience in offshore vessel administration.                                             
  • Knowledge of Languages: English (fluent), Azerbaijani (fluent)                                                   
  • Be fluent in standard software for PC such as MS Office; 
  • Very good command of written and spoken English


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How to apply

You are welcome to send your CV