Crew Planning & Compliance Specialist
Reports to: General Manager
Location: Nanaimo
About Vancouver Island Ferry Company (VIFC) and Hullo
We’re the Vancouver Island Ferry Company, a modern Canadian ferry company transforming how we travel in British Columbia. It’s all about being an easier, faster, and more enjoyable ferry experience.
Headquartered in Nanaimo and operating under our service brand Hullo, we will provide service between downtown Vancouver and Nanaimo. We’re talking comfortable and reliable sailings in around 70 minutes, a seamless booking process complete with reservable seats, and refreshments that will be just that…fresh. Say goodbye to the biggest pain points of travel and be ready to be welcomed aboard with a smile and a “hullo”.
The Hullo Culture
At Hullo, we're all about taking things to the next level! Our obsession with safety and delivering an unforgettable guest experience is only matched by our passion for constant improvement. We don't settle for the ordinary - we encourage our employees to think outside the box, innovate and make waves. With data-driven decision making and a continuous improvement mindset, we are committed to raising the bar in everything we do.
VIFC is an Equal Employment Opportunity employer. We are strongly committed to diversity and inclusion in our organization. All qualified applicants will receive consideration for employment regardless of their race, color, religion, sexual orientation, gender identity, national origin, disability, and any other category protected under applicable law. We welcome all qualified applicants who contribute to the further diversification of ideas.
About the Role
Reporting to the General Manager, Crew Planning & Compliance Specialist supports the efficient coordination of crewing operations, workforce planning, and regulatory compliance across Hullo’s marine operations.
Based at Hullo’s Head Office in Nanaimo, this role works closely with operational leaders to support crew scheduling, training coordination, certification tracking, payroll support, and operational continuity. The position plays a key role in maintaining accurate records, coordinating staffing logistics, and ensuring alignment with applicable collective agreement provisions, regulatory requirements, and company procedures.
This role requires strong organizational skills, attention to detail, discretion, and the ability to respond effectively in a fast-paced operational environment.
Participation in an operational on-call rotation is required to support urgent crewing requirements outside regular business hours, with applicable lieu time provided.
Key Responsibilities
Crew Planning & Scheduling
- Prepare and maintain crew schedules in support of operational requirements and in alignment with applicable collective agreement provisions, under direction of department leadership
- Coordinate vacation coverage and relief planning across departments to support operational continuity
- Coordinate daily scheduling adjustments and escalate operational or collective agreement-sensitive matters to the appropriate department leader
- Coordinate emergency relief staffing communications and documentation in accordance with approved procedures, call-out rules, and management direction
- Support operational planning initiatives and workforce coordination activities as directed by department leadership
- Maintain accurate scheduling, attendance, and crewing records
- Analyze scheduling and operational data to identify trends, reporting needs, and opportunities for process improvement
Compliance & Training Coordination
- Coordinate internal and external training logistics, scheduling, and recordkeeping with operational departments
- Maintain and monitor marine certification records and expiry tracking to support regulatory TC compliance
- Administer STCW certification tracking, renewal coordination, and supporting documentation to ensure ongoing crew compliance requirements are maintained
- Support compliance with Transport Canada Marine Personnel Regulations (MPR), including monitoring crew work and rest hour records, maintaining accurate audit trails, and supporting documentation requirements
- Coordinate fatigue management workflows, including record maintenance, reporting support, and escalation of compliance concerns in accordance with company procedures and regulatory requirements
- Support the administration of certification renewals, applications, and related documentation with internal and external stakeholders
- Utilize fleet management and workforce systems to maintain accurate compliance and crew records
- Support training coordination, documentation, and employee development initiatives as directed by department heads
Payroll & Administrative Support
- Collaborate with payroll to support accurate reporting of schedules, attendance, overtime, and unpaid time
- Assist with onboarding preparation and administrative coordination for new hires
- Maintain accurate employee records and supporting operational documentation
- Provide administrative and operational coordination support across departments as required
Required Experience
- Experience in workforce scheduling, crew planning, operations coordination, or compliance administration, preferably within the marine, transportation, logistics
- Working knowledge with STCE, MPR and Transport Canada Regulations
- Working knowledge of collective agreement environments (Union) and operational scheduling practices
Additional Expertise:
- Strong organizational, communication, and problem-solving skills
- High attention to detail with the ability to manage competing priorities in a time-sensitive environment
- Proficiency with Microsoft Office and workforce management or fleet management systems
- Ability to maintain confidentiality and exercise sound judgment
We’re Here for You
We get it – sometimes things happen in life that you can’t control. At VIFC, people are our greatest asset, and we want to support you and those you care about beyond the pay cheque. That’s why we’ve created a comprehensive health and wellness benefits program to promote your physical and mental well-being so you can perform at your best. Better yet, it’s flexible since one size doesn’t fit all!
- Extended Health & Dental Benefits from Day 1
- A robust, flexible health spending account – use it for additional health coverage should you need it and/or to support your personal wellness (like paying for your gym membership, sporting equipment, or activity classes)
- Don’t have a family doctor? No worries – we offer 24/7 virtual access to doctors or nurse practitioners to get medical advice or a prescription
- Support your retirement planning with annual employer RRSP contributions
- Annual Paid Vacation
Pay: $62,000.00-$75,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program
Work Location: In person
