At Info Marine, we’re redefining maritime services through cutting-edge condition monitoring solutions and a culture that thrives on collaboration and innovation.
Join our tight-knit international crew where every challenge at sea inspires us to work smarter, together.
As our Services and Administration Coordinator, you’ll be the linchpin between Sales, Operations, HR, Accounting, and our clients—ensuring flawless service delivery, seamless logistics, and accurate reporting across every voyage.
Services and Administration Coordinator
Miejsce pracy: Gdynia
Tasks
- Client & CRM Management
- Register and update service orders in the CRM system
- Liaise with superintendents and agents to confirm service details and timelines
- Track case progress and ensure timely follow-up
- Travel & Logistics Coordination
- Plan and book accommodations, flights, and local transport for service trips
- Create detailed trip timelines and reconcile travel expenses
- Verify and process invoices, departure orders, and delegation settlements
- HR & Compliance Administration
- Manage insurance policies and coordinate with insurance partners
- Oversee business-trip orders, expense settlements, and completeness of travel documentation
- Monitor timesheets, holidays, absences, and medical billing processes
- Data, Reporting & Cost Control
- Support Operations in verifying service documentation and MPK cost allocations
- Maintain internal reports for customer settlements and accounting transfers
- Drive continuous improvements to document workflows and cost-tracking procedures
- Operational Support & Process Improvement
- Coordinate measurement data collection and report distribution for Condition Monitoring
- Redirect inquiries to reliability engineers, monitor feedback flags, and follow up on vessel inputs
- Propose and implement enhancements to weekly tasks, data management, and reporting processes
Requirements:
- Fluent English (written and spoken) for business communication
- Strong analytical, logical thinking, and problem-solving skills
- Excellent interpersonal skills and high-level business awareness
- Exceptional organizational abilities and the capacity to work independently
- Creative mindset for process improvements
- Proficiency in MS Office (Word, Excel, Outlook)
Skills appreciated:
- Interest in the maritime industry
We offer
- Competitive salary aligned with experience
- Ongoing professional development and industry training
- A collaborative international team and vibrant company culture