Claxton are looking to hire a Project & Operations Administrator on a part time (22.5 hours over 3 days), 1-year fixed term contract. Based at their facility in Westhill, Aberdeen, the Project & Operations Administrator will be responsible for supporting the Projects & Operations Departments with the administrative workflow, from project initiation through to close-out. Taking responsibility for document control, Operational travel bookings and associated requirements, client, and intercompany invoicing, supporting PE project Cost Tracker (CTX) reviews, managing intercompany support CTXs and supporting project close out auditing. Collaboratively working with project engineers, operational team, and finance team to ensure timely completion project operations and invoicing. Duties & Main Responsibilities
* Create new projects in Navision
* Set up project folders on SharePoint, add new project to Interim SharePoint for time-writing
* Ongoing collaborative working with PEs to ensure project CTXs are up to date for financial forecasting and invoicing purposes
* Responsible for CTXs/financial forecasting on intercompany support projects
* Review client PO's/Variation orders against CTXs in terms of values and line items.
* As and when requested, liaise with clients to obtain revised PO's / Call-offs to cover retrospective quotations or variation orders.
* Update Rental Contracts on Navision to reflect CTXs in preparation for invoicing
* All client and intercompany invoicing for Aberdeen, including intercompany Engineering support invoicing
* Transfer of Aberdeen personnel on Navision, to intercompany hiring site
* Responsible for Operations/Projects travel arrangements and associated requirements including, but not limited to, the following:
obooking of flights, trains, car hire, hotels, taxis, etc for onshore & offshore personnel ovisa applications where applicable oliaising with HSE for up-to-date travel risk assessments and country profiles
* Raise Purchase Orders for travel
* Maintain Employee Offshore Reporting days report for Finance Manager
* Assist Finance team in any supplier invoice queries relating to Projects travel, as well as general Finance support as and when requested in relation to Projects
* Provision of general administrative tasks in support of the Projects & operations department
Minimum GCSE/ 'O' Level/ Standard Grades (including English).
* Computer literate in Microsoft Outlook, Word, Excel, and Power Point.
* Knowledge within administrative processes and workflows.
* Experienced in MS Excel and Word.
* Working in a busy office environment and to tight deadlines with little supervision.
* Excellent organisational skills and attention to detail
* Ability to prioritise and negotiate workloads.
* To work in a dynamic environment while controlling a multitude of tasks.
* Communicate clearly and concisely with diverse audiences.
* Good interpersonal skills for liaising with all stakeholders.
* Practically minded and process driven
* Friendly, adaptable, and co-operative nature with a "can do" attitude.
Claxton is a part of Acteon Group of subsea services businesses. We combine experienced Project Engineering and fast track Design and R&D capability with huge inventory of rapid call off tooling, to deliver to our clients. Across a vast array of drilling riser systems, well abandonment equipment and structures, Claxton delivers pragmatic, safe reliable solutions to the operating challenges faced by our clients. We have a Global team with a singular mission, to make our clients projects happen.