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  • Job reference: RMS0147187

Administrative Assistant

  • Sector: Commercial
  • Location: Singapore
  • Job type: Contract
  • Date posted: 05/09/2014
This vacancy has now been filled.

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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:
• 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.
• Lead the implementation of HSE performance monitoring via “First Priority”.
• Complete all assigned HSE training.

• Upload / Distribute correspondence / TQ’s / MOCs through IPIMS.
• Receive correspondence / TQ’s / MOC’s through IPIMS.
• Assist with document distribution matrix and liaise with document control.
• General office administration and general filing duties including binding, photocopying and scanning of documents.
• Provide office and miscellaneous secretarial support to project personnel as required.
• Assist in updating progress, schedules, reports and entering data into programs such as MS Project.
• Support the administration requests of the management team.
• Produce presentations using Microsoft PowerPoint for internal and external meetings.
• Prepare, format, quality check and produce documents such as letters, reports, procedures, plans and spreadsheets using Microsoft Office.
• Organize Suppliers and Purchase Requisition information using SAP for expenses occurred for the department.
• Book and set up both internal and external meetings for LNG Facility ICSS FAT Team.
• Assist in the Administration of booking and tracking team travel and leave arrangements (RFT)
• Liaison with travel coordinator regarding all team travel requests and related items (scan and email requests to travel coordinator for bookings, travel activities changes, etc…)
• Assist in the administration of routine team approvals and liaise with Perth departments for approval - timesheets, expenses, RFT’s.
• Prepared to learn new skills by working under supervision/assisting engineers
• Order PPE (Trousers, Shirts, Boots, etc.) as required.
• Book Training sessions e.g. First Aid etc.
• Updating registers such as personnel on-board, profiles, contact list, IT equipment, emergency on-scene command, and request for travel
• Tracking staff movement (i.e. mission travels, 8/2 rotational schedule, mobilization)
• Ordering and replenishing office supplies
• Assist in team organization of event.
• Liaise with Document Control
• Liaise with Travel Coordinator.
• Liaise with Account officer
• Work collaboratively within INPEX LNG Facility ICSS FAT Team organisation
• Work collaboratively with ICSS Supplier personnel.

Essential Skills / Qualifications:
• Previous administration support experience.
• Previous experience with document control system Ability to coordinate travel requests and work with travel coordinators
• Ability to multi task and work under pressure
• Ability to work with less supervision
• Strong attention to detail
• Team player
• Understanding of Japanese Language and Culture
• Solid verbal and written literacy
• Proficiency in MS Office and other relevant applications
• Excellent communication / written skills and ability to work with different disciplines and cultures.
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