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  • Job reference: RMS0117548

Administrative Assistant

  • Sector: Commercial
  • Location: UK - Other
  • Job type: Contract
  • Date posted: 23/10/2012
This vacancy has now been filled.

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The Role:
• Responsible for uploading contract documentation (e.g. PAFs, timesheets, overtime requests, CTRs) into eRoom (electronic document repository) [guidelines of how to use will be provided].
• Filing hard copies of contract paperwork (details as above)
• Update contracts correspondence log (incoming and outgoing)- data entry
• Update contract CTR logs, Service Order Logs, etc.
• Arrange badges, trainings, temporary passes for team & visitors
• Co-ordinate office/ workstation space requirements for team and visitors with contractor; maintain space usage chart each month.
• Arrange IT and office equipments for team and visitors, liaise with IT support group and contractor facilities group.
• Arrange and coordinate project visitors’ visits ( incl booking local hotels)
• Arrange and organize facilities and refreshments for office meetings, workshops, and team building sessions ( on and off site).
• Maintain Farnborough personnel register and compile/issue monthly man-hours for project safety statistics and maintain safety register.
• Maintain holiday and rotational plan
• Co-ordinate for Recognition and Award program. Maintain register and arrange R&A awards and certificates.
• Process business trip travel requests for team/ arrange travel/ maintain log.
• Arrange travel and accommodation for visitors incl rotational personnel
• Organise visa applications for all project related personnel
• Maintain organisation charts
• Any other task assigned by supervisor

Desirable Skills / Qualifications:
Skill sets
• Good organizational skills
• Proactive and personable
• Data entry (use Access) [will have a set of guidelines of how to use]
• Experience of using Excel and Word

Reports to Project Control Manager; works with Senior Contractors Administrator on contract tasks. Anticipate 50% on contract work task; balance on general admin tasks
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