Company Overview

Join our team at Bay Ferries and Northumberland Ferries, where safety, reliability, and operational excellence are at the core of everything we do. We are committed to delivering exceptional service while maintaining the highest standards across our vessels and terminal operations.

Position Summary

The Crew Administration Coordinator provides critical administrative and coordination support to ensure efficient and compliant crewing operations. This role supports workforce planning, certification tracking, scheduling coordination, and payroll reconciliation.

Working closely with the Terminal Manager and People & Culture, you will play a key role in maintaining accurate records, supporting operational readiness, and ensuring compliance with safety and regulatory requirements.

Key Responsibilities

Crew Administration & Scheduling

• Maintain records of crew certifications, training, and qualifications
• Track certification expiry dates and notify management of upcoming requirements
• Prepare draft crew schedules for review based on operational needs and collective agreements
• Distribute approved schedules and communicate updates
• Maintain attendance records and prepare reports

Compliance & Reporting

• Maintain accurate records to support compliance with safety and operational standards
• Compile and analyze data related to staffing and attendance trends
• Prepare confidential reports to support management decision-making
• Ensure all documentation aligns with company policies and collective agreements

Payroll & Financial Coordination

• Validate payroll entries against approved schedules and assignments
• Identify discrepancies and support resolution with management
• Review payroll exception reports and prepare supporting documentation
• Maintain audit-ready reconciliation records

Operational Support

• Coordinate logistics for training, onboarding, and familiarization
• Maintain administrative records such as seniority lists and workforce data
• Support certification tracking for Officers and Crew
• Assist with operational reporting and documentation

Health, Safety & Training

• Maintain training and safety compliance records
• Participate in required training and emergency drills
• Identify and escalate administrative gaps that may pose operational risks

Qualifications

Education

• Post-secondary education in Business, Operations Management, or a related field preferred

Experience

• 2+ years in administrative, coordination, or operational support roles
• Experience in a unionized environment is an asset

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with payroll or scheduling systems (e.g., Payworks) is an asset
• Strong data tracking, reconciliation, and reporting skills

Core Competencies

• High attention to detail and strong organizational skills
• Ability to manage confidential information with discretion
• Strong communication skills (written and verbal)
• Ability to identify issues and escalate appropriately
• Self-motivated with the ability to work independently
• Commitment to a strong safety culture

Work Environment & Schedule

• Work may take place in terminal, vessel, or office settings
• Requires flexibility to work variable hours, including mornings, evenings, and weekends
• May involve periods of standing, walking, and light physical activity

Additional Requirements

• Completion of company-provided training (WHMIS, Accessibility, Workplace Harassment & Violence Prevention)

How to Apply

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application Deadline: May10, 2026