KEY ACTIVITIES
1. Travel: create travel itineraries as required including arranging flights, hotels, and car hire. Visa applications and any other entry requirement paperwork.
2. Operations support and logistics: scheduling of offshore engineers, management of offshore field engineer database and keeping records up to date.
3. Day to Day point of contact for all Facilities Management related issues.
4. Schedule and arrange call outs, maintenance visits, and extra works as required.
5. Ensure key contractors always provide a professional service; schedule and attend operational meetings when required.
6. Coordinate contractors for all office maintenance and liaise with HSE to ensure compliance with RAMS.
7. Tender Support: Collation of all tender submissions using in-house tender software package, take receipt of ITT, expedite initial kick-off process and prepare tender templates, tracking progress of tender from start to final submission.
8. Provide cover for Executive PA when required.
INDIVIDUAL QHSE RESPONSIBILITIES
1. To demonstrate commitment to the quality of service, including quality of records produced, aiming at meeting and exceeding customer expectations.
2. To demonstrate personal commitment to protection of Health, Safety and the Environment.
3. To follow company QHSE Policy, relevant operational procedures, HSE procedures and risk assessments.
4. To communicate and report on any perceived non-conformances or faults in the service provided or in the company’s Quality or HSE Management Systems.
QUALIFICATIONS
Essential: Must have completed a good level of secondary education.
Preferred: Any relevant further education or qualification.
EXPERIENCE/SKILLS/KNOWLEDGE
Essential:
1. Previous experience in an administration role with travel/logistics knowledge.
2. Good working knowledge and experience of Word, Excel, PowerPoint, Outlook, and internet research.
3. Demonstrate an ability to effectively utilize resources, and the ability to plan, prioritise, and take responsibility for own work.
4. Demonstrate good communication skills, along with an ability to work in a team environment, as well as an ability to work unsupervised and exercise initiative to resolve potential problems.
PERSONAL QUALITIES
1. Problem-solving approach and a get-it-right-first-time attitude.
2. Must demonstrate attention to detail in all aspects of the job role and have a desire to build and maintain high levels of professional relationships with clients.
3. Strong ability to perform well under pressure of a high and varied workload, tight deadlines, and changing job priorities.
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