Senior Project Administrator

5 months ago

Aberdeen, United Kingdom Energy Resourcing Full time

Overview:
Energy Resourcing are currently recruiting for an experienced Senior Project Administrator to join our global EPC client's Aberdeen project delivery team for 12 months.

**Responsibilities**:
**Expectations**
- To read, understand and implement the Company’s Health Safety Environmental and Quality Policy and the arrangements described in the Company Management System documents.
- Have awareness of the Health and Safety at Work Regulations which relate to office practices.
- Support the Project Management and Project Teams with administrative requirements.
- General Administration duties (photocopying, filing, scanning etc.)
- Organise new start details and liaise with relevant internal stakeholders to ensure set up for day one.
- Archive files and documents as requested.
- Ensure rescinded/superseded documents are managed.
- Document numbering.
- Closeout documents.
- Project document management.
- Manage and update office floor plan.

**Prime responsibilities and duties**
- Provide administration support to the Project Management Team and other areas of the Project when required.
- Create and issue weekly / monthly project reports.
- Arrange travel / accommodation.
- Arrange meetings and record minutes when required.
- Generate the client's / Project associated forms (i.e. personnel Requisitions, new start forms, travel requisitions).
- Arrange hardware/software, furniture for new starts joining the project.
- Proactive diary management for Project Management Team.
- Liaise with Office Services for any office moves.
- Arrange external meetings for project personnel.
- Arrange lunches when required.
- Ensure project holidays are recorded.
- Collate expenses for approval and distribute appropriately.
- Ensure the project filing systems are maintained and archived.
- Maintain project SharePoint site.
- Arrange training courses for personnel.
- Attend weekly project meetings, updating action trackers as required.

Qualifications:
**Essential**:

- Demonstrable experience in similar role.
- Good understanding of office administration processes and practices.
- Regular use of major software packages i.e. Word/Excel and PowerPoint.
- Working knowledge of SharePoint software, with experience uploading documentation.
- Ability to interface and interact with Management and Client Representatives at all levels.
- Experienced in the production of detailed documents and reports.
- Good understanding of travel booking process.
- Sensitivity in handling confidential information.

**Personal Qualities, Aptitudes and Skills**
- Demonstrates a strong commitment to safety.
- Strong interpersonal and networking skills to work within a multicultural work group and with school placement students, university recruits and new graduates.
- Ability to listen and learn, multi-task and use own initiative.
- Flexible, change embracing in rapidly evolving work and market environment.
- Flexible / able to comply / adapt to Company / Client requirements.
- Delivery focused and committed to achievement of Project / Company goals.
- Able to interact with management / personnel at all levels - committed team player.
- Confident and able to work on own initiative.
- Desire to learn and develop not only self but others within team - good attitude to continuous improvement.
- Able to work in a multi-cultural environment.

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