Marine Onboarding Coordinator
The Marine Onboarding Coordinator serves as the primary liaison between Confidential Client's Marine department and AE CMI, coordinating the onboarding process for marine officers and crew to ensure compliance, documentation accuracy, and timely arrivals. This entry-level role requires strong organizational skills, attention to detail, and effective communication to manage onboarding logistics, maintain records, and support continuous improvement within a dynamic maritime environment.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, HR & Recruitment.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
The Marine Onboarding Coordinator will support the Marine department by coordinating the end-to-end onboarding of marine officers and crew. You will ensure new joiners arrive on board documented, compliant and prepared, and keep records aligned between the Marine team and the ship manager (third-party). This is an entry-level, hands-on role ideal for someone early in maritime, crewing or HR work who is organized, detail-driven and eager to learn.
- Act as the primary day-to-day contact between the Marine department and the ship manager (third-party) on onboarding matters.
- Coordinate each joiner from offer acceptance through first day on board: document checks, travel, familiarization and pre-joining requirements.
- Track certificates, medicals, visas and other documents; flag gaps, expiries and discrepancies early.
- Maintain onboarding trackers and system records, ensuring alignment between internal teams and the ship manager.
- Prepare regular onboarding status reports and weekly updates for Marine leadership.
- Join coordination calls, record actions and follow up until items are closed.
- Coordinate travel logistics (flights, hotels, transfers) and confirm joining and sign-off dates with shipboard senior officers.
- Schedule orientation and familiarization sessions and gather feedback from new joiners.
- Support audits and internal reviews by providing onboarding records and metrics.
- Identify recurring handoff issues and suggest process improvements.
Key Relationships
- Internal: Vice President, Marine Technical Operations (direct manager); Marine department team; Human Resources; Legal; Finance; Fleet Security Superintendent.
- Shipboard: Masters, Staff Captains, Chief Engineers, Hotel Directors and other senior officers receiving new joiners.
- External: Ship manager (third-party) crewing and marine operations teams; travel and port agents; medical and training providers.
Qualifications
- Associate’s or bachelor’s degree in maritime studies, business, human resources, logistics or a related field — or equivalent experience.
- 1–2 years in coordination, administration, crewing, HR, recruiting or operations support (relevant internships count).
- Strong organizational skills and attention to detail; ability to track many people, dates and documents concurrently.
- Clear, professional written and spoken communication.
- Proficiency with Microsoft 365 (Excel, Outlook, Teams).
- Ability to handle confidential personal information with discretion.
- Valid U.S. driver’s license and willingness to travel occasionally from Orlando to West Palm Beach, Tampa and Miami, including early-morning turnaround days.
- Ability to obtain a TWIC card for access to port facilities.
Preferred
- Exposure to maritime, cruise, shipping or hospitality industries.
- Familiarity with STCW, MLC 2006 and seafarer documentation requirements.
- Experience with crew management systems or HR information systems.
- Experience working with third-party service providers or outsourced partners.
Working Conditions
Office-based in Orlando during standard business hours with occasional travel to homeports. Ship and terminal visits involve walking long distances and climbing stairs. Some flexibility outside normal hours may be required to support crew changes and time-sensitive joining issues.
Total Rewards
Estimated salary: $87,670 per year (estimated). Total rewards include comprehensive benefits such as:
- Cost-effective medical, dental and vision plans; Employee Assistance Program.
- Company-paid term life insurance and disability coverage.
- 401(k) plan with company match.
- Paid time off: 10 company-wide holidays + 2 floating holidays and 15 days of vacation per year.
- Complimentary stand-by cruises, employee discounts and family & friends rates.
Offers will be made on a fair and equitable basis considering job-related skills and experience.
Ethics & Compliance
This role requires integrity, honesty and respectful treatment of others, plus a willingness to speak up about misconduct or concerns. The Coordinator must support an ethical and compliant culture in all interactions.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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