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  • Job reference: RMS0151229

Administration Assistant

  • Sector: Commercial
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 25/11/2014
  • Time left:
    d h m s
    (02/12/14)
This vacancy has now expired.
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The Company:
Our Client is an International Company involved in the supply of Energy globally. Their Operations cover Exploration, Production and Downstream and at present they have projects in over 25 Countries worldwide.
In Australia they are involved in one of the Country's largest LNG Projects, including both Gas and Condensate which is currently in Execution Stage.

The Role:
To provide administrative support to the Subsea Production System Facilities Team.

• Provide secretarial and administrative support to management and other SPS package staff
• Book and organize internal and external meetings, workshops and functions for the Package.
• Attend and participate in the Package meetings, taking, typing and distributing Minutes as required.
• Arrange travel for the package with Travel Department and ensure correct travel requirements are fulfilled by requestors before travel commences.
• Book accommodation and hire car on Company Credit Card and manage reconciliation on a monthly basis.
• Complete office administration tasks such as general filing, binding, photocopying, document scanning, circulation of periodicals and magazines.
• Provide assistance and training on use of Company document templates and provide assistance with formatting as required.
• Assist in the maintenance and control of Project Documentation under their responsibilities using company systems.
• Produce/format presentations using Microsoft Powerpoint for internal and external meetings.
• Prepare and format documents such as letters, reports etc using appropriate Company software.
• Sort incoming and outgoing correspondences , faxes, and courier deliveries for distribution
• Ensure the distribution of the correspondence within and outside the SPS package
• Organise Vendor and purchase requisition information using SAP as required. )
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Provide administration assistance to other Departments as required.
• Administrate and coordinate ITT (?) correspondence between company potential Contractors, ensuring all deadlines are met.
• Coordinate and prepare Department management reports, such as weekly, monthly reports etc.
• Provide confidential assistance to Package Manager by maintaining his email, organizing and booking meetings, handling sensitive HR information etc.
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner
• Administer SPS expenses, petty cash, and alike according to established procedures
• First Priority Co-coordinator – Update SPS targets and objectives and KPI’s on a monthly basis into first priority
• Risk coordinator for SPS team – Organizing risk meetings, updating risk report in CGR and heat map
• Credit card – Reconciling all SPS credit card transactions on a monthly basis
Cost Reduction Initiatives
• Effectively engage in business cost reduction initiatives.

Essential Skills / Qualifications:
• Advanced proficiency in Microsoft Office.
• Detailed-orientated
• Previous demonstrable experience in a similar role, providing high level administrative support to a team.
• Understanding of the project requirements and implications

• Excellent written and verbal communication skills
• Very strong organizational skills.
• Strong team working skills.
• Enthusiastic and ability to multi-task.
• Service focused attitude in providing high level of support.

• Conduct all activities in a safe and efficient manner in accordance with the Company’s policies and procedures.
• Ensuring the welfare of personnel and the protection of assets and the environment at all times.
• Actively participate in Client/Company Safety programs and training as required.
• Participate in the Client/Company safety performance program.
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