01—07

Aviation Crew Coordinator
Douglas, Isle of Man

The Aviation Crew Coordinator will support with planning, operations, reporting, logistics, data management, communication and administration of the Aviation Crew. Coordinator will work closely with the Crew data and Crew Transfers teams, supported by the Aviation management team, and shall act as a liaison between Hill Robinson and third party operators providing crew.

Hybrid role, requiring flexibility to support Client operational needs. Confident and comfortable working independently with remote team and global operational locations.

Responsibilities

  • Support as required with initial Visa applications, advanced vetting checks and collate confidentiality agreements. Coordinate collation of data for new crew and set up in systems as required, communicate planned start dates and ensure all documents received in a timely manner. Respecting the confidential nature of operations and any personal data.
  • Whilst always upholding the confidentiality of sensitive information, work with the Crew Data team to become focal point for Aviation Crew Data, ensure data required for aviation crew is communicated, gathered and kept up to date. First contact Aviation Crew Data Requests, ensure correct labelling and storage of documents. Monitor expiry dates and send reminders as required to operators to update, renew or commence applications, as required.
  • Assist with Visa renewals, monitor expiry dates and keep good records to support invoices.
  • Coordinate local transport requests, collaborating with the Crew Transfer team and local support team. Monitor current permit requirements, deadlines, and options to optimize operational delivery, all while respecting the confidential nature of the operations.
  • Understand aviation crew rotational planning, track planning and e-tickets for all aviation crew arrivals and departures. Ensure current details are properly recorded and shared where appropriate. Work with Crew Data team to understand and communicate any medical or testing requirements with operators as necessary. Coordinate accommodation according to established procedure.
  • In collaboration with operators understand accommodation requirements, considering priority with an oversight of planned movements. Work with local accommodation Room Manager to agree allocation of available rooms in facility, and manage bookings for external hotels as required.
  • In the case of un-planned arrivals or departures, be it due to sickness, compassionate or other ad hoc requirement. Obtain necessary approvals and inform relevant parties promptly, recognizing and upholding the confidential nature of operational protocols
  • Monitor requirements for permits and prepare applications as required for fleet movements and entry to restricted sites.
  • Manage Pass applications, working with permit team and on-site aviation team to manage distribution and control of passes issued.

Experience & Skills

  • Excellent communications skills with the ability to liaise in a professional manner with suppliers, colleagues, and other contacts as may be required.
  • Excellent organisational skills, adaptable and flexible approach to work.
  • Ability manage and disseminate data into meaningful reports.
  • Excellent problem-solving skills. Able to manage and resolve issues to ensure operating priorities are delivered.
  • Ability to work with Microsoft Office – Work, Excel, Outlook, PowerPoint and be confident in using wider IT software.
  • Aviation ops background would be beneficial, with understanding of FTL’s, training currency requirements for both fixed and rotary wing aircraft. However, this is not essential as Coordinator will be required to learn rules for specific operation.
  • Genuine desire to learn and grow with department.
  • Demonstrates a strong understanding of and commitment to maintaining the confidential nature of operations.
  • Upholds strict confidentiality protocols when handling sensitive information related to crew data, operational plans, and other proprietary details.
  • Positive and respectful attitude to all team members and internal and external customers

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

02—07

Contracts Manager
Douglas, Isle of Man

Contracts Manager is required as facilitating transactions relating to asset acquisition, leases, charters, regulatory registrations, supplier agreements, corporate governance, confidentiality agreements along with operational and project management agreements.  The main areas of work shall be in yachting, aviation, port services and telecommunications industries.

It is our expectation that the post holder upholds, demonstrates and lives up to our company values and works diligently towards our strategic goals and objectives, underpinned by our 5 pillars (Sustainable Growth, Business Efficiency, Trusted Partner, Culture, and Environment, Social & Governance) and that they do so with integrity and professionalism.

Responsibilities

  • Prepares draft contracts for review and also manages the approval process, finalisation and execution of contracts with suppliers and operational service providers.
  • Working closely with directors, project managers, operational managers and procurement team to confirm the contract and transaction requirements .
  • Manages the approval process, confirms that documentation relating to transactions has been completed and filed, communicate with relevant stakeholders relating to transactional issues, assist in administering the work flows for the Contracts Team, prepare other organizational and filing documents, and other administrative tasks as required.
  • Tracking and managing contracts for their performance, compliance, and other factors through each stage of the document's lifecycle — from execution to renewal or expiration.
  • Monitoring, measuring, and managing the performance of a contract to ensure that both parties fulfil their obligations to achieve pre-agreed objectives and provide relevant reporting on the performance objectives as requested
  • Work with the accounting/ finance team, to explain the commercial arrangements agreed and financial aspects of the contract.
  • Determine the organizational process for payments and contracting parties for transactions.
  • Liaise internally with other Hill Robinson companies and departments to ensure that updates regarding transactions are effectively communicated.
  • Follow up with various stakeholders, identify if there are any delays to the approval process, and communicate any issues to members of the Contracts team relating to the transaction.
  • Review contract terms and identify risk issues, confirm the transaction value and any concerns that would impact client objectives.
  • Draft proposed amendments to the contract terms which deal with any issues/concerns
  • Liaise with project manager and supplier to agree proposed amendments

Experience & Skills

  • Excellent communications skills and the ability to liaise in a professional manner with Clients, suppliers, colleagues, and other contacts as may be required
  • Excellent problem-solving skills. Able to manage and resolve issues to ensure operating priorities are delivered.
  • Developing drafting and contract negotiating skills
  • Ability to work with Microsoft Office – Work, Excel, Outlook, PowerPoint and be confident in using wider IT software
  • Delivers the best solutions for the customer both internally and externally
  • Considers potential impact of all actions on our customer and has the aim to achieve a positive outcome for Hill Robinson at all times

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

03—07

L&D Administrator
Chester, UK

The Learning Management Systems Administrator and Coordinator is a pivotal role within the Hill Robinson Academy. This individual will be responsible for overseeing the efficient operation, administration, and coordination of the LMS, with a focus on Cornerstone OnDemand, a leading learning platform. The successful candidate will work closely with the Head of Academy and other stakeholders to facilitate seamless learning experiences and optimise the training and development process across the company.

Responsibilities

  • Manage and maintain the Cornerstone OnDemand LMS, ensuring it remains up-to-date, user-friendly, and aligned with Hill Robinson's training goals.
  • Create and manage user accounts, groups, and permissions to grant appropriate access to various learning content.
  • Collaborate with subject matter experts and content creators to curate and develop engaging and relevant online training content.
  • Conduct regular quality checks to ensure that all content is accurate, functional, and aligned with learning objectives.
  • Effectively onboard new clients and delegates, ensuring a seamless user experience.
  • Support training sessions and workshops to educate employees on using the LMS effectively.
  • Provide technical support and assistance to employees, managers, and other users in navigating the LMS and resolving issues promptly.
  • Generate and analyse LMS usage data and performance metrics to assess the effectiveness of training initiatives.
  • Collaborate with the IT/TPMO teams to ensure seamless integration of the LMS with other relevant systems and platforms.
  • Ensure that all learning content and data are handled in compliance with company policies and regulations.

Experience & Skills

  • Support the team with content curation as requested
  • Support the L&D department with all aspects of administration
  • Previous experience in a maritime or super yacht industry is an advantage.
  • Familiarity with data security and compliance standards related to handling sensitive information.
  • Analytical mindset with the ability to derive insights from data and use them to drive continuous improvement.
  • Strong communication and interpersonal skills to provide support and training to users across the organisation.
  • Excellent organisational skills and attention to detail to manage content, schedules, and user accounts efficiently.
  • Strong technical aptitude and problem-solving skills, with the ability to troubleshoot LMS issues effectively.
  • Solid understanding of e-learning principles, instructional design, and adult learning methodologies.
  • Proven experience in administering and coordinating learning management systems, with specific expertise in Cornerstone OnDemand.

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

04—07

Recruitment Administrator
Antibes, France

Overall Purpose

The Recruitment Administrator provides support to the Hill Robinson Recruitment Team, performing a variety of tasks to support recruitment activities.

Responsibilities

  • Act as office receptionist to meet and greet any visitors and potential candidates, complete the initial screening and registration, refer candidate application on to the relevant Recruitment Consultant as required
  • Ensure the readiness of the reception area, offices and meeting rooms for each day at the start of business hours. This may require attendance at work prior to the main office start time (office hours 0900-1800)
  • Assist with job postings to relevant sites/database, regularly updating and reviewing current jobs and applicants
  • Review and screen CVs and applications, ensuring company selection criteria is adhered to and that only suitable candidates are filtered through to the interview stage.
  • Manage the recruitment database. Responsible for its growth and development including the adding candidate files and removing obsolete data
  • Prepare and deliver collective presentations twice per week to approximately ten Junior Crew from March until June covering topics such as ‘Introduction to Yachting’, CV tips, dock walking guidance etc.
  • Assist with any ad-hoc projects and administrative tasks as and when required
  • Coordinate all Applicant Tracking System support issues, liaising directly with the various internal and external support centres
  • Coordinate all recruitment website support issues, liaising directly with our website developer and daily website assistance. Including the backend management of the website
  • Create and maintain internal support tools/materials, as required, e.g. worldwide maritime training centre list
  • General reception duties and maintenance of office environment as required including assisting with ad hoc reception phone cover, based at own desk

Experience & Skills

  • Full command of the English language including written and verbal along with working knowledge of French (+ other languages highly advantageous)
  • Previous yachting/maritime experience advantageous
  • Excellent organisational and time management skills
  • Proficiency with Microsoft 365 programs and database navigation
  • Confident and outgoing manner
  • Excellent team player
  • Ability to multi-task
  • Customer focused, ensuring both internal and external customer experience is faultless

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

05—07

Recruitment Consultant - Crewing
Southampton, UK

The Recruitment Consultant will be accountable for the delivery of the overall resourcing requirements for their operational area and for the candidate and client experience through attraction, selection, reviewing, vetting and onboarding.

 

Your role as a Recruitment Consultant will give you the opportunity to manage and be responsible for the entire process of the recruitment cycle. This means; sourcing, screening and interviewing candidates whilst also liaising efficiently and meeting client needs.

 

  • Ensuring our candidates experience through attraction, selection and on boarding is consistently delivered to a high standard
  • Develop and nurture strong relationships with Yacht owners, owner’s Representatives, Captains and HOD’s, ensuring a seamless recruitment process from start to finish.
  • Understand and meet agreed KPIs and targets.

Responsibilities

  • Source and sift though candidate applications responding appropriately within agreed SLA’s in order to identify most suitable candidates and making recommendations based on findings and knowledge of candidate market place
  • Build talent pools of suitable candidates keeping in regular contact ensuring they have a good understanding of the process and opportunities
  • Telephone/Zoom or in-person interview candidates to identify the most suitable applicants
  • Provide any support to other Recruitment Consultants and/or assisting other team members with key positions in other areas when required
  • Ensure the recruitment process is professional and delivers a positive employer experience
  • Meet the monthly/yearly placement revenue targets and key performance indicators both individual and team
  • Manage social media accounts and build your own personal Hill Robinson brand
  • Ensures constructive feedback is given at all stages of the recruitment process
  • Updating and maintaining Hill Robinson Database with client/candidate and job information
  • Participate in bi-weekly operational meetings and other meetings as required
  • Follow maritime law and guidelines for crew selection/
  • Lead the charge in identifying and pursuing new business opportunities

Experience & Skills

  • Previous recruitment experience, in maritime or hospitality (desirable) - Experience of onboarding and candidate management.
  • Knowledge of resourcing processes and procedures
  • Ability to manage a high volume of open positions and screen candidates professionally and efficiently.
  • Organised with a proven ability to prioritise according to the changing requirements of the business and client and have excellent attention to detail with a focus on ‘’getting it right first time’’
  • Excellent interpersonal and verbal and written communication skills to effectively interact with applicants and clients
  • Computer literate to intermediate level of proficiency in Microsoft Office Word, PowerPoint, and Excel
  • Stay updated on industry trends and recruitment best practices
  • Contribute to a positive, high energy team culture
  • Maintain high standard of confidentiality and objectivity
  • Occasional travel to industry events, shows and other offices
  • Using sales, business development, marketing techniques and networking to attract business from clients

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

06—07

Personal Assistant
Antibes, France

Personal Assistant to the General Manager: Duties and responsibilities include providing administrative, project-based and operational support to ensure efficient operation of the office. Supporting the General Manager and other employees through a variety of tasks related to organization and communication with the wider Hill Robinson Group.

This role encompasses providing all general admin support and varying levels of PA duties for the General Manager. Working internally to improve communication channels and efficiency to keep processes and lines of authority clear and avoiding duplication of efforts. Diary and meeting management and making meeting arrangements as needed locally or at other locations across the Group.

Confidentiality is essential as the PA to the General Manager will be expected to liaise with external parties such as clients, suppliers, other Hill Robinson offices, and other professional advisers and will have access to
financial data, client base and confidential documents.

Responsibilities

  • Respect the need for confidentiality and sensitivity of information
  • Monitor inbound emails (heavy email traffic) to track key issues and pending actions. Respond on his behalf if needed and escalate if urgent
  • Manage and prioritize tasks list to ensure the General Manager maintains momentum on tasks and projects and flag any risks as they arise
  • Manage the General Manager's agenda and calendar to avoid duplications or missed appointments
  • Manage the DOVICO records and information in a timely and efficient manner
  • Manage the Webexpenses (Cash and Credit Card) transactions
  • Administrative support as needed, using good judgement on prioritisation of tasks and duties
  • Organisation of business trips (all arrangements) with respective trip code
  • Assistance and monitoring of renewals of identity documents, visas for GM and family
  • Organisation of meetings onsite or at alternative locations
  • Always represent the company positively through professional behaviour
  • Organisation of storage and international shipments as needed ensuring cost efficiency at all times
  • Carrying out research for particular projects as requested by the General Manager
  • Organizing corporate & staff events
  • Lead short-term projects and initiatives as requested by the General Manager
  • Assistance during events such as the Grand Prix, Yacht Shows and brokerage events
  • Coordination of business cards data, working with HR and Office Managers
  • Travel occasionally to other offices or industry events, and to be responsive to the needs of a fast-moving business.
  • The person must have the ability to work unsupervised and on their own initiative with the ability to work under pressure and comply with strict deadlines.
  • Organize meetings with follow up as needed and manage follow up actions (Minutes, reports ... )
  • Coordinate a new project stream looking at strategic changes for Crew services and payroll,
  • Network with other Personal Assistants and Internal Comms on a consistent approach to group office communications
  • Ad hoc projects that arise from time to time
  • Ad-hoc tasks

Experience & Skills

  • Strong communicator with excellent spoken and written English and French
  • Experience of working in small/high growth business
  • Focused on achieving deadlines
  • Mature personality with high integrity to act as an ambassador of the business and the General Manager
  • Able to develop positive working relationships within the Hill Robinson companies.
  • Accuracy and attention to detail
  • Flexible and willing to support other team members
  • Strong inter-personal skills
  • Ability to deal with day-to-day administrative matters
  • Strong organisational skills and an eye for detail.
  • Good capacity to liaise with external parties such as clients, suppliers, other Hill Robinson offices, and other professional advisers.
  • Excellent telephone manner and ability to record clear and precise information.
  • Calm and Organized with the ability to multitask and rearrange schedules at short notice.
  • Ability to forge strong working relationships and networks
  • High level of integrity and ability to work on projects of a confidential and sensitive nature
  • Excellent skills with all MS office systems are; tech savvy and able to quickly learn new technology
  • Advanced level of Excel is essential Ability to prioritise competing demands

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.

07—07

Microsoft 365 Technical Support Specialist
Antibes, France

Hill Robinson is a leading independent service provider to the yachting industry. We offer a comprehensive range of services from locations across the world, to assist the safe and efficient operating of yachts, whilst also providing all the ancillary services required to maintain them to the highest standards.

In order to provide these services, we need reliable and efficient technology platforms. This newly created role, of Network and Technical Support Specialist, will play an important part in delivering and maintaining the systems our delivery teams require.

 

This position’s primary focus is on user support, and requires someone with good working knowledge of Windows and Microsoft 365, as well as more a general understanding of internal networks. The job holder is also expected to understand and take responsibility for other IT systems, as well as supporting the global IT team for general tier 1 and 2 support requirements.

This position will be based in our Antibes office, with weekly trips to our Monaco office.

Occasional travel to international offices will be required and for this reason, candidates need to have good communication skills in both English and French.

A hands-on, solutions-driven attitude, and clear communication skills are essential in this role.

Apply for this position

If you require any further information or wish to send your application, please visit hillrobinson.bamboohr.com/jobs.