Oceaneering Travel & Immigration Service Coordinator in Kuala Lumpur, Malaysia
Oceaneering is a global oilfield provider of engineered services and products primarily to the offshore oil and gas industry, with a focus on deepwater applications. Through the use of its applied technology expertise, Oceaneering also serves the defense, entertainment, and aerospace industries. Oceaneering’s business offerings include remotely operated vehicles, built-to-order specialty subsea hardware, deepwater intervention and manned diving services, non-destructive testing and inspection, and engineering and project management.
The Travel & Immigration Service Coordinator will organize the mobilization and demobilization of field employees and business travelers in the Asia region. Coordinators will update the company database as appropriate on a daily basis ensuring accurate employee and job status and personal information. The Travel & Immigration Service Coordinator will report to the Global Mobility Lead in Kuala Lumpur.
Duties & Responsibilities
Receive travel requests for employee assignments for various division of the Company.
Responsible for booking travel and assisting with visa and immigration requirements in the region.
Review travel associated invoices as well as statements for accuracy plus codes for Accounts Payable.
Update and maintain company databases with employee, job and visa information.
Interact with field employees to provide information about job assignments.
Ensure travel costs support Management objectives (flights, accommodation and vehicle hire)
Generate and manage multiple reports for business partners as needed.
Coordinate mobilization and demobilization of field employees to ensure timely arrival to and from job sites.
Update employee status in the company database on a daily basis.
Initiate requests and follow up on information in the Travel System.
Update and maintain accuracy of pay on assignments, site information and project information.
Perform other duties.
Monitor and manage outbound travel via Granite tools.
Initiate cases with outside counsel to procure visas / work permits.
Communicate with various government agencies for certification of documents.
Fulfill request for Letter of Invitation (as needed).
Provide guidance to employees and Field Business Ops teams regarding documents, cost and time requirements for visa / work permit application.
Ensure all paperwork including applications for immigration visas / work permits are completed accurately and in a timely manner.
Track visa and work permits progress to keep business partners updated.
Maintain immigration tools and files for all employees on foreign assignments.
Process and complete any exit permit or formalities prior to employees leaving the home country for assignment, if applicable.
Work effectively as part of the team to produce streamlined ways of working.
Attention to detail in typing and correspondence drafting.
General The list of job duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that may reasonably be expected within the scope of the post Assist with any other duties as and when required Undertake specific projects as instructed by management
Safety Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment
Other Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment
3-5 years Travel or Operations experience; or 2-3 years global mobility experience and/or training; or equivalent combination of education and experience.
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; applies feedback to improve performance; Monitors own work to ensure quality.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Computer Skills To perform this job successfully, an individual should have complete knowledge of database software, Human Resources systems, internet software, spreadsheet software, and word processing software.
Language Skills Ability, in English, to communicate effectively with management, professionals, customers, business associates and others, singly and in groups, orally and in writing, including, for example, to: read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; to write reports, business correspondence and procedure manuals; and present information to and respond to questions from groups of employees, managers, and customers.
Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Regular full-time employees who apply will be considered along with external candidates. Employees with less than six months with their current position are not eligible to apply for job postings. Please discuss your interest in the position with your current manager/supervisor prior to submitting your completed application. It is highly recommended to apply through the PeopleSoft or Oceanet portals.
Essential Job Functions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is indoors during the day and occasionally at night and is regularly required to sit. The employee is occasionally required to stand; walk; handle or feel; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Specific hearing abilities required by this job include hearing all ranges. This is considered light work.
We offer a competitive salary, a comprehensive benefits package, relocation support and the opportunity to advance in an international company.
Job Title: Travel & Immigration Service Coordinator
Location: Kuala Lumpur, Malaysia
Job ID: 11191
Full/Part Time: Full-Time