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  • Job reference: RMS0215913

Digital & Data Administration Coordinator

  • Sector: Commercial
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 28/08/2019
  • Duration: 12-18 months
  • Time left:
    d h m s
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The Role:
This position is responsible for providing support to Management and teams and is therefore required to demonstrate a highly organised, confident and mature approach to the role and be comfortable dealing with people at all levels both internally and externally. The position will bring the job-holder into contact with senior Company executives and Board members, and with senior representatives of other oil and gas companies, industry bodies and government/ political representatives.

* Provide an efficient and confidential secretarial service to the designated Managers and teams.
* Co-ordinate weekly / monthly reports and KPIs compilation.
* Co-ordinate regular meetings and compile presentation slides
* Responsible for designated subscriptions and ensure these are kept up to date (annually).
* Raise financial documentation (requisitions) using SAP system for designated areas, including stationery supplies/ business cards and offshore protective clothing, as required.
* Organise meetings, including booking of conference rooms or telephone conference facilities, IT equipment and co-ordinating catering requirements internally and externally), this necessitates liaising with Senior Management to co-ordinate diaries, using diplomacy and persuasion to elicit co-operation from external management if required.
* Organise / manage diaries using initiative and knowledge of responsibilities/ workload to prioritise, ensuring that essential commitments are met by an appropriate delegate if managers are unavailable and organising travel programmes allowing for complete flexibility.
* Manage departmental correspondence, ensuring that all incoming mail is dealt with appropriately: distribute/ circulate as appropriate; highlight where urgent action/response is required; if appropriate, request relevant managers take action and/or reply directly and follow-up these replies as necessary. Ensure that documentation requiring authorisation has the requisite back-up and is dealt with within deadlines
* Process expenses claims, mission orders, training and IT requirement forms in an accurate and timely manner.
* Make travel and hotel arrangements using the CWT online booking system, as appropriate
* Coordinate seating and IT equipment, induct new team members, and track CVS's.
* Run time writing reports to assist with any outstanding timesheets to be processed/ approved on Company timesheet system (SAP).
* Update designated Intranet pages as required
* Assist in all other relevant secretarial duties as required

* Ideally, recognised qualification in administration, secretarial or other business-related discipline
* Previous secretarial experience, preferably within the oil and gas industry or a similar environment.
* Good written and oral communication, interpersonal skills are required along with a good common sense approach.
* Excellent prioritisation, time management and organisational skills.
* Good attention to detail and numerical accuracy essential.
* Ability to work to short deadlines and using own initiative.
* High standard of keyboard / typing skills are essential and should be proficient in most standard office computer applications i.e. word processing, spreadsheets, graphics packages
* The ability to speak and write French would be beneficial to this position but not essential.

The Company:
Our Client is one of the world's largest Oil and Gas companies. Their operations cover the entire energy chain, including oil exploration and production to trading, shipping and refining and marketing of petroleum products, as well as chemicals. Our Client has operations in over 130 countries and has more than 95,000 employees worldwide.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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