Co-ordinator

1 month ago

Woking, United Kingdom Petrofac Full time

**Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.**

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is rethinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

We support flexible working requests and have adopted a hybrid approach for most of our officebased roles. We ask employees to be present in the office at least three days per week.

**_Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?_**

**JOB TITLE: COORDINATOR**

**KEY RESPONSIBILITIES**:

- To provide professional Administrative/PA/ support to Various teams within the Engineering Consultancy services offices in Working. This role will be to assist various teams as and when they require support, these teams will include Facilities, Project Services, Commercial. The jobholder will also be required to cover any of the PA’s when they are on holiday and also cover reception in the absence of the receptionist.
- Commercial
- Support the Commercial Manager, with the following commercial Coordination support:

- Initiate Due Diligence in the System and ensure it is completed.
- Record Keeping of Contractual documents.
- Follow up with relevant departments for Bank Guarantees / Insurances / PCG’s
- Track Project expiry dates to ensure timely extensions are put in place.
- Coordinate with Procurement to release Purchase Orders
- Track Contractual documents under negotiation.
- Compare documents to ensure they are ready for signatures.
- Project Services
- Provide adhoc support to the Project Services during busy periods.
- Facilities
- Provide Adhoc support to Facilities.
- PA support
- If the jobholder is required to cover for a PA when absent from the office, they will typically be responsible for the following, also during busy periods the job holder might be asked to support these duties:

- Proactive diary management, including arranging National and International meetings and internal and external meetings, including liaising with clients.
- Arranging management meetings and collating and distributing papers and presentations in advance of the meetings.
- Attending meetings and producing minutes, distributing approved minutes and chasing actions.
- Arranging meetings, both internal and external meetings, including booking meeting rooms/venues, conference call details and arranging and serving refreshments where required.
- Booking of national and international travel including booking flights and hotels, arranging visas, vaccinations, airport transfers and security were required.
- Providing admin support to the Director’s, i.e., typing documents, producing presentations, etc.
- Approving lunch/refreshment requests and purchase orders made by others within the internet order system and crosschecking of invoices when received by supplier.
- Approving holiday requests and timesheets on behalf of Engineering Director and Business Project Services Manager for direct reports including chasing missing timesheets and ensuring sufficient cover is in place before approving holiday requests.
- Booking of the Boardroom and other miscellaneous booking of meeting rooms as required.
- Administration of the conference call numbers includes monitoring use of existing numbers, requesting new numbers and terminating those not used.
- Fielding phone calls for Directors.
- Meet and greet visitors for the Directors.
- General office admin, post, copying, scanning, filing, etc., and support to various other members of the HOD who require it.

**ESSENTIAL QUALIFICATIONS AND SKILLS**:

- Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Previous experience of working at Board/MD level.
- Basic knowledge of Oil & Gas industry and advantage but not essential
- Dictation and minute taking.
- Reasonable typing speed (65+ wpm).
- Excellent organizational skills required.
- Multitasking.
- Ability to stay calm under pressure and work to tight deadlines.
- Ability to prioritize workload.
- Ability to communicate effectively at all levels across the organization.
- 5 GCSE’s grade C and above including English and Maths
- A level or equivalent - grade C or above

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