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  • Job reference: RMS0098437

Project Secretary / Administrator

  • Sector: Oil & Gas
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 22/08/2011
  • Time left:
    d h m s
    (22/09/11)
This vacancy has now expired.
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The Company:
Our Client is a Global Leading EPIC/EPC Contractor in the Oil & Gas industry.

The Role:
Responsibilities:
• Ensure proper secretarial / administration support is given to each project delegated by the Administration Supervisor.
• Provide secretarial / administration support to Project Managers where required, maintain the diary and take telephone calls.
• Assist Project Manager(s) with project meetings; co-ordinate agendas, take and distribute Minutes.
• Provide secretarial / administrative support to the Project Team, where required.
• Set up and maintain new project files for assigned projects as directed by the administration Supervisor. Obtain and file all project hand-over and contract information.
• Register, distribute and file all incoming and outgoing correspondence for assigned projects. Conduct regular audits ensuring all project information is filed correctly (both electronically and hard copy) and accounted for, based on the project register.
• Receive, register, distribute and file Daily Progress Reports (DPR’s) as per Project Manager’s instruction. Retrieve missing DPR’s daily.
• Type up and organise project general documents. Ensure document has the correct document references and deadlines are met.
• Organising team mail distributions.
• Arrange any travel for the project team via the Travel Co-ordinator.
• Maintain the personnel register detailing project team travel, sick and annual leave.
• Preparation and upkeep of project organisation charts.
• Organise any social events.
• Carry out new project team member inductions.
• Co-ordinate out going documentation by courier, maintain register and follow up receipt.
• Periodic reception cover, as required.
• Assist the administration team where required and perform other ad-hoc duties.
• Assist the Administration Supervisor with the set up of improved working methods and strive to continuously improve these.
• Complete assigned project archiving as directed by the Administration Supervisor.
• Ad hoc duties as required to assist the project team.
• Conduct all activities within the Integrated Management System Policy, Procedures and Work Instructions.

Essential Skills / Qualifications:
• Good secondary education, familiar with MS Word, Excel, PowerPoint, Access and Outlook software.
• Previous experience in a similar position preferably within the offshore / subsea industry.
• Good communication, interpersonal and organisational skills.
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