Offshore Team Assistant

A
Snapshot of Your Day
 

As
an Offshore Administrative Assistant, your role is pivotal in ensuring the
efficient functioning of multiple admin operations for the offshore commissioning
technicians team. The responsibilities of this role will include, but will not
be limited to, collaborating with various teams, such as the delegation
department, finance or training and planning department, to align on essential
areas of interest, supervising and supporting the onboarding and offboarding process
for the new members of the team, general admin duties such as couriers,
arranging meetings, hotels, hospitality etc. 
Your attention to detail and ability to work effectively are essential
for success in this role.

How
You’ll Make an Impact 

• Various orders placement
  and tracking;
• Issuing
  new equipment to replace damaged or furnish new starters;
• Monitoring
  of stock levels of PPE;
• Invoice
  checking against orders/request;
• Monthly
  spend report to Ops manager for budget monitoring;
• Organizing
  and arranging trainings for technicians together with the training planners;
• Working
  closely and communicating with technicians for all administrative duties required;
• Completing
  and checking all monthly time sheets;
• Working
  closely with HR Department for all administrative duties required, including
  but not limited to retention additionals, holidays, onboarding and offboarding
  procedures and processes;
• Working
  closely with Delegation Department to plan and organize projects traveling;
• Uploading
  to Group Account and sending report to Ops Managers.

Other responsibilities but not
limited to:

• Arranging induction meeting rooms and
  hospitality
• Setting up of systems for technicians (IAW, Fluix,
  Plannisware, Group Account)
• Working with both hubs SE & SGRE to obtain
  all necessary information in tight timescales.
• Arranging Monthly meetings, union
  meetings, hotels, meeting rooms, hospitality etc.
• Perform
  general duties to include but not limited to photocopying, scanning, faxing,
  mailing and filing, organizing and coordinating meetings and other events.
• Office management: communication, documentation, office
  organization, visitor support
• Procuring, preparing and
  documenting relevant information of the administrative process     
• Handling of correspondence
• Filing System
• Translations
• Administration of office
  facilities.

What
You Bring

• More than 3 years of professional experience as an employee in the
  back office, as an assistant or in another comparable position.
• Proficiency level of
  English
• Familiarity, proficiency and confidence with MS 365 Applications
  (Office, especially xls and Power Point and Outlook), software and the use of
  networked PCs are essential. Willingness
  to learn more IT tools relevant for the tasks.
• Prepared
  to work as part of a team, keen to make internal and external contacts, learn
  and be able to operate company procedures with minimal assistance (once
  established)
• A
  self-starter who has demonstrated the ability to work under the minimum of
  supervision
• Ability
  to adapt to new situations and deliver professional support to other functions
  in the team.
• Experience
  of working in a multi cultural environment is a must, also to adapt and
  overcome cultural differences in a professional manner
• Highly resourceful
  team-player, with the ability to also be extremely effective independently
• Proven ability to handle
  confidential information with discretion, be adaptable to various competing
  demands, and demonstrate the highest level of customer/client service and
  response
• A passion
  for renewable energy and a sense for the importance to lead the change.