Operations Coordinator

5 months ago

Aberdeen, United Kingdom TWMA Full time

**Job Purpose**:
To provide support and assistance to the UK Offshore Operations Team in regard to daily administration tasks and provide support to the Regional Logistics Supervisor.

**Key Responsibilities**:
Administration
- Complete checks on all timesheets submitted by relevant offshore operations staff, ensuring the information logged is accurate before submitting to Account Managers and Finance.
- Prepare invoice backup information and input data into invoicing software.
- Ensure all relevant control is exercised over various aspects of operations including efficient preparation of monthly pre-billing sheets.
- Provide information to Finance to enable accurate and timely reconciliation of the monthly Travel Credit Card statement.
- Create requisitions as required and obtain relevant authorisation.
- File purchase orders in line with the company purchasing procedures.
- Provide support and regularly communicate with all staff both formally and informally as required to ensure the highest level of operations is achieved and expectations are understood.
- Take ownership of all enquiries, resolving or escalating (or identifying alternative contacts) as appropriate.
- Exercise confidentiality, discretion, and personal sensitivity in all aspects of the role.
- Actively take part in and assist as required in the overall development of the Company.
- Assist in monitoring the Company’s operational performance and liaise with the Operations Manager to initiate appropriate action where necessary.
- Ensure good operating practices are followed by all employees through effective communication, ensuring compliance with written procedures.
- Provide administrative support during Operational Meetings.
- Monthly man hour capture and reporting.
- Complete and submit competency review forms.
- Create and maintain job journals for monthly service tickets.

Offshore 3rd Party Contractor Services
- Assist Account Managers with raising purchase orders and goods receipting 3rd party rental equipment.
- Coordinate agency support personnel with approved vendors as demand requires.
- Ensure purchase orders are raised for 3rd party services as required.
- Arrange PPE for new 3rd party personnel as required.

Coordination of Personnel and Services
- Support and assist the Regional Logistics Supervisor with the movements of operations personnel, ensuring that all offshore and onshore installations are staffed according to current and future workload.
- Support and assist the Regional Logistics Supervisor to ensure that daily operations are appropriately coordinated.
- Support and assist the Regional Logistics Supervisor to ensure that offshore personnel have the required PPE, documentation, vaccinations, and visas to travel to international and offshore locations, in liaison with HR and Training & Competency Team.
- Support and assist the Regional Logistics Supervisor to ensure an efficient level of service is maintained throughout the Company’s international and offshore operations.
- Support and assist the Regional Logistics Supervisor in coordinating and implementing all necessary travel arrangements for regional operations personnel to and from offshore, onshore, and international locations.
- Support and assist the Regional Logistics Supervisor to liaise with staff to ensure that they are all fully informed of all information relating to their travel or accommodation request and receive relevant documentation prior to the booking taking place.
- Be aware of travel warnings and developments to advise all travellers that will be affected.
- Ensure that all travel and accommodation requests have full details and correct authorisation before proceeding.
- Liaise with Travel Agent to obtain competitive prices to allow production of costings and analysis of travel bookings for inclusion in monthly management reports.
- Liaise with Travel Agent and staff on all out of hours travel and accommodation issues.
- Participate in out of hours or on-call Rota with Regional Logistics Supervisor, recording all requirements on the tracker.
- Deputise for the Regional Logistics Supervisor during any period of absence.

Visas and Passports
- Liaise with personnel and relevant external bodies to ensure necessary details are collated and processed efficiently.
- Arrange couriers/special deliveries for documents and passports to consular services and assume responsibility until the package has successfully arrived at its destination.

**Skills and Experience**:
Essential (E)

Preferred (P)

Qualifications/ Training
- 5 standard grades or equivalent (E).
- HND in Administration (P).

Experience
- Working with offshore personnel (E).
- Experience in a similar role (E).
- Experience working with Microsoft Office (E).
- Working within oil and gas or energy industries (P).
- Working with staff at all levels (P).

Knowledge/ Skills/ Competencies
- Highly organised with the ability to delegate effectively (E).
- Ability to ensure deadlines are met (E

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