Permit Coordinator

At HX our purpose is to awaken people to the beauty and fragility of the planet, with adventure that reignites a sense of wonder. We take curious travellers to incredible destinations, sustainably and in true expedition-style. We bring them off the beaten track, to special destinations across the Arctic, Antarctic, Galapagos, British Isles, Alaska, Northern Norway, and Central / South America.

The Permit Coordinator is an individual contributor focused on ensuring that we are compliant and have access to the areas we operate in and the ports we visit. The person in this position will need to operate with attention to detail and a sense of urgency. Securing permits and permissions in a correct and timely manner is a critical function of the role. This role is key to maintaining diplomatic and successful relationships with various agencies and stakeholders across ship and shore.

We are a passionate team who deliver our global operations from every corner of the world and our people are instrumental in continuing to inspire this adventure, play their part and deliver on our promise of guest centric and memorable experiences, benefiting the communities we visit, enriching our guests and inspiring a more sustainable world.

Key Responsibilities: 

• Deliver and execute responsibilities in a safe manner.
• Research and drive process improvement of the required operational permits and permissions.
• Partner across the Fleet Operations team to identify the requirements for future voyages including permits, licenses, access to communities, etc.
• Plan the permission process for upcoming voyages based on the specific area requirements.
• Coordinate the permitting, permission, and notification process with relevant departments to ensure we meet all the required documentation to operate.
• Partner with specific departments e.g. Marine, Technical, Hotel, Expedition, Legal and Area experts to ensure all understand their responsibilities and requirements.
• Responsible for completing and submitting the off-ship Expedition permits for various locations including Antarctica, Svalbard, NE Greenland, and relevant post season permit requirements.
• Work closely with agencies, consultants, and other third parties as required.
• Provide monthly reports and updates on permission status for sailings to relevant internal stakeholders.
• Other duties as assigned.
• Exhibit and champion the HX Purpose and Spirit.

Experience required: 

• 3+ years industry experience, maritime experience preferred.
• Project management experience to ensure effective tracking and timely follow-up of any permits, permissions, or licenses.
• Experience managing positive relationships with agencies, consultants, and various stakeholders.
• Experience in negotiations and working with diplomacy with various government agencies.
• Works effectively in a diverse team in a multinational organization.
• Extensive experience in research and analysis to support proposals, plans, and reporting.

Essential Knowledge & Skills: 

• Fluency in English required. French and Spanish beneficial.
• Experience working onboard expedition ships beneficial.
• Shipboard marine or expedition teams experience preferred.
• Comfortable with travelling to remote destinations as needed.
• Strong verbal, presenting, and written communication skills.
• Demonstrated experience with time management and organizational skills.
• Comfortable learning new software and applications including independent learning.

Desirable Knowledge & Skills: 

• Structured and analytical approach to problem solving and decision making.
• Adaptability to changing environments and operational demands.
• Advanced knowledge of Word, PowerPoint and Excel.

Key Personal Attributes: 

• Safety minded for themselves and others.
• You value diversity and take pride in bringing people and perspectives together.
• Motivated to deliver results consistently and to the highest standards.
• Personal integrity and honesty.
• Resilient and calm when working under pressure.
• Agile and responsive to changing business needs.
• Dependable and trustworthy approach to work.
• Flexible mindset.
• Detail oriented.
• Proactive problem solver.

HX Spirit:  

• Passionate Explorers: We are proud of our history and are driven to create more.
• ‘Can-do’ Mindset: We jump-in and proactively contribute to the greater good.
• Humble Leadership: We have a short distance between leaders and teams.
• Genuine Interactions: We want all people to be their true selves.
• Supportive & Collaborative Teams: We are curious and generous with our knowledge. We Trust.