Technical Planning Co-ordinator

Hepburn Bio Care SARL; Southampton; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading environmental services company in Southampton seeks a Technical Planning Co-ordinator to manage vessel visits and provide support to the Technical Support team. Responsibilities include coordinating travel logistics, ensuring timely completion of reports, and maintaining accurate records. The ideal candidate will have strong organizational and communication skills and experience in planning roles, particularly in a marine environment. This full-time position offers a chance to contribute to environmentally friendly initiatives.

Benefits

Holiday entitlement

Bank holidays

Healthcare

Qualifications

• Experience in planning or administrative roles in a marine or technical services environment.
• Strong organizational skills with attention to detail.
• Confidence in working with Microsoft Office Suite.

Responsibilities

• Plan and schedule vessel visits for the technical team.
• Track and manage follow-up reports from Technical Officer visits.
• Provide administrative support and maintain records accurately.

Skills

Planning and scheduling

Communication skills

Organizational skills

Microsoft Office Suite

Knowledge of maritime operations

Job description

Overview

Location: Office in Southampton, UK

Hours: Weekdays, Full time. One day a week working from home

Contract: Permanent with holiday entitlement + bank holidays + healthcare

Reports to: Technical Manager

WHO WE ARE

Hepburn Bio Care formulates and produces a full range of environmentally friendly cleaning and wastewater treatment products including own brand of certified organic body care and pet care products.

Margaret Hepburn started Hepburn Bio Care in 2006 and is totally committed to creating a safer healthier world by changing out toxic chemicals and tons of plastics to non-toxic, biodegradable super concentrated products.

Hepburn is a world leader in supplying environmentally friendly products and services to the corporate marine and land-based industry, including Royal Caribbean, Carnival, Disney, Disney World and Norwegian Cruises to name a few.With our office in Southampton, Account Managers in Monaco & Florida, and warehouses in strategic locations around the world, we work on a global scale. Joining our vibrant and rapidly growing company, you will make a difference to the planet and your children’s future helping to preserve it for future generations.

What we are looking for

A Technical Planning Co-ordinator who is responsible for planning and organizing vessel visits for the Technical Support team to cruise line clients including RCCL, Disney, Carnival, and others. This role involves coordinating travel logistics, liaising directly with clients, providing administrative support to the technical team, and ensuring operational planning and records are maintained accurately. The role also includes tracking and ensuring the timely completion and distribution of technical visit reports.

Role & Responsibilities

Visit & Travel Coordination

• Plan and schedule vessel visits (day visits or sailings) for the technical team in coordination with client needs and internal availability.
• Maintain and regularly update the vessel visit log, proactively managing upcoming visits.
• Book travel and accommodation for the technical team and CEO, ensuring all arrangements are cost-effective and meet scheduling requirements.
• Serve as the primary point of contact with cruise line clients (e.g., RCCL, Disney, Carnival etc) to coordinate vessel access and visit logistics.
• Ensure all communications with clients are professional, timely, and aligned with company standards.

Report Monitoring

• Track and monitor follow-up reports from Technical Officer (TO) visits to vessels.
• Track completed reports are sent to the appropriate vessel contacts and assigned Account Managers, within agreed timeframes.

Administrative Support

• Track and manage Lieu Day balances for the Technical team.
• Monitor sick days for personnel
• Support ordering and inventory tracking of uniforms, tools, and stationery for the team.
• Maintain accurate records of purchases, deliveries, and usage of technical supplies.

Documentation & Reporting

• Maintain a central log of all vessel visits, follow-up actions, and report submissions.
• Generate routine planning and performance reports for internal use.

Team & Office Support

• Collaborate closely with the Technical team to understand visit requirements and adjust plans as needed.
• Provide onboarding support for new Technical Officers, including travel and uniform arrangements.

Ensure all TO’s, Account Managers have prepared Tool Bags, accessories etc for visits

Maintain the PPE in the workshop (goggles/eyewash/first aid kits).

To undertake any ad hoc tasks that may be necessary as specified by the manager to deliver exceptional customer service.

The person required

Key Skills & Experience:

• Experience in planning, scheduling, or administrative roles, ideally in a marine or technical services environment.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal, with a professional client-facing manner.
• Confidence working with Microsoft Office Suite (Excel, Word, Outlook);
• Proven ability to handle time-sensitive tasks such as report follow-up and delivery.
• Knowledge of cruise line or maritime operations is desirable.

Personal Attributes:

• Highly organized and proactive.
• Professional and well presented
• Able to manage competing priorities under pressure.
• Trustworthy with confidential information.
• Strong team player with a flexible and responsive approach.

Working Conditions:

• Occasional flexibility may be required to align with vessel schedules or international time zones.

Employment details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Management and Manufacturing
• Industries: Chemical Manufacturing