Administrator

1 month ago


Aberdeen, United Kingdom Major Recruitment Aberdeen Full time

We are seeking an individual to provide comprehensive administrative support to our clients Commercial and Technical teams. Alongside the outlined duties below, the successful candidate will be flexible to assist with various tasks ensuring the efficient operations of both departments.

Key Duties:

Main Responsibilities:

Overseeing the receipting process for the region
Managing the register for SMAS registrations
Coding invoices on the tracker and allocating them to the appropriate department
Processing utility invoices and forwarding them to the relevant department for authorization
Assisting in the creation of forms for client extras and passing them to departments for logging
Conducting sub-contractor verifications and issuing notifications
Fulfilling cheque requests as needed
Handling mail distribution for the Commercial team
Providing general administrative support to the team, including letter preparation, emailing, record maintenance, message taking, scanning, filing, typing, photocopying, and minute-taking
Assisting in subcontractor procurement and tender package preparation, as well as responding to inquiries
Supporting Technicians in Viewpoint information issuance, including thorough distribution of transmittals, hard copies, and QR codes
Undertaking other office duties as required for holiday cover
Managing the document hosting system
Maintaining a library of consultant contract letters, agreements, and PI insurances
Creating and updating project diaries as necessary
Overseeing and maintaining the print room, ensuring sufficient paper/ink levels
Performing any other relevant duties as assignedSkills and Qualifications:

Strong telephone etiquette
Experience in handling invoices
Proficiency in Word, Excel, and Outlook
Self-motivated with excellent communication and interpersonal skills
Ability to multitask and prioritize tasks effectively
Strong organizational abilities
Capacity to work well under pressure and meet deadlines
Initiative-driven attitudeINDFS


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