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Administrative Support
3 months ago
Overview: Our client is seeking a proactive and organised Administrative Support and Scheduling Coordinator to assist with the daily operations of their team of remote engineers and provide general office administration support. The ideal candidate will play a crucial role in scheduling, recording engineering tasks, and ensuring the smooth delivery of their services.
Responsibilities:
- Work Scheduling: Assist with the scheduling of tasks for a team of remote engineers.
- KPI Reporting: Compile and report on Key Performance Indicators related to work delivery and completion.
- Portal Management: Update job/task descriptions and verify the full delivery of specified works in portal software.
- Equipment Logging: Manage the signing in/out of equipment and monitor stock levels, including chemicals and stationery.
- Equipment Maintenance: Track equipment calibration schedules and order necessary spares.
- Work Planning: Oversee the workflow from booking to invoicing stages.
- Report Management: Create, save, and send various reports, including sample certificates.
- Client Portal Updates: Maintain and update client portals.
- Proposal Assistance: Aid in the creation of fee proposals and logbooks.
- Electronic Logbooks: Maintain and create new sites on the electronic logbook system.
- Communication Management: Handle phone calls and emails efficiently.
- Subcontractor Coordination: Manage and book subcontractor work.
- Compliance Assistance: Assist with permits, RAMS, and supply chain questionnaires.
- Travel Coordination: Book hotels for engineers.
Qualifications:
- Essential: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Desired: Prior experience and knowledge of work scheduling.
Personal Qualities:
- Strong ability to work within a team environment while maintaining the capability to work independently with minimal supervision.
- Excellent organisational and multitasking skills.
