About Our Client
A multinational oil and gas company headquartered in Sunbury on Thames.
Job Description
* General Office Administration:
* Travel / visit logistic arrangement.
* Guide / advise on visa process and obtain invitation and business letters when requested for TSI team and other colleagues visiting India in a TSI capacity.
* Prepare travel itineraries, agendas, booking of hotel, flight, transportation, and visa applications for 3 leaders.
* Coordinate visit schedules for key visitors, including booking of transportation in UK, Houston, and India.
* Complex diary management across multiple time zones for 3 leaders.
* First point of contact to internal and external stakeholders; must be able to represent the team appropriately, assisting visitors with travel arrangements, accommodation, and office requirements.
* Internal Communications:
* Owner of the bpTSI Teams site; accountable for maintaining up-to-date content and membership.
* Event / Meeting Coordination:
* Setting up and managing a range of conference meetings and workshops.
* Facilitating recurring meetings - manage dial-in details, meeting room bookings, deck projection, and recording of meetings where required.
* Organising events / meetings hosted in person and via Teams, arranging relevant facilities and logistics including catering and stationery.
* Arranging team builds, offsite events, and evening meals.
* Manage new joiners process - account creation and site pass creation (where applicable), induct and show new hires / contractor staff around Sunbury campus.
* Knowledge of site and procedures.
* Document and follow up on actions and decisions from meetings.
* Manage exit process - returning laptops and badges, suspending accounts, and removal from Teams channels.
* Partner with other members of the admin community to provide cross-team support when needed.
* Logging IT requests - such as hardware issues or facilities requirements, and order IT accessories where requested.
* Manage office space for the team, including availability of desks for visitors, liaising with Workplace team when needed.
* Sourcing and booking meeting rooms in Sunbury and other locations such as North Sea, Houston, and Central London.
* Other ad hoc administrative duties, e.g., ordering stationery.
* PO creation and management for programme activities and ordering hardware.
* Printing/materials organisation for workshops/key meetings.
* Supporting with MS Planner activities.
The Successful Applicant
Looking for someone who is experienced in:
* Office management.
* Office coordination.
* Admin duties.
* Technical knowledge.
What's on Offer
* Hybrid working model.
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