Maritime Administrative Coordinator in Williamsville, New York at Mainstay Maritime

One Fleet. One Future.

Build your career on the Great Lakes with Mainstay Maritime. Through our diverse operations and dedicated team of professionals, we deliver comprehensive supply chain solutions across the Great Lakes.

We take pride in our world-class safety record, maritime and technical expertise, and the efficiency and flexibility of our operations. Whether on the shoreside or aboard one of our vessels, you’ll be part of a team committed to excellence, safety, and keeping commerce moving across the Great Lakes.

We are currently seeking a Maritime Administrative Coordinator to our join our team onsite in our Williamsville, NY office. They will support the planning, coordination, and administration of vessel crewing activities to help ensure safe, compliant, and efficient marine operations. Under close supervision, assists with crew assignment coordination, credential and documentation tracking, travel logistics, and communication with mariners, vendors, and internal teams

Job Responsibilities:

• Assist in maintaining vessel crewing schedules and crew change plans, and communicate assignments, reporting instructions, travel details, and documentation requirements to mariners in a timely and professional manner, following established procedures
• Track and update mariner credentials, medical certificates, passports, visas, drug and alcohol testing records, and training certificates; flag missing or expiring documents to senior crewing staff
• Book crew travel, lodging, and transportation for embarkation and repatriation, and assist with itinerary changes caused by vessel delays, weather, or port restrictions
• Enter and maintain accurate crew records in applicable systems and prepare routine reports and spreadsheets to support crew planning and compliance monitoring
• Support onboarding, offboarding, training coordination, and personnel file administration in collaboration with human resources and marine operations; escalate issues and questions to the Crewing Administrator or management

Preferred Education / Experience:

• Associate’s degree in business administration, maritime operations, logistics, human resources, or related field
• 3+ years of experience in maritime crewing, marine personnel administration, or vessel operations support, or;
• A combination of education and experience equivalent to the above

Preferred Knowledge / Ability:

• Ability to multitask and work well under pressure within deadlines
• Strong proficiency with Microsoft Office, particularly Excel
• Ability to communicate professionally with vendors, management, and coworkers
• Strong organizational, analytical, communication, and problem-solving skills, with the ability to manage multiple priorities under time-sensitive conditions.
• Participate in after-hours or emergency crewing coordination as needed to support uninterrupted vessel operations.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive personnel and operational information.