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Admin Assistant 3 Month Ftc

5 months ago

Milton Keynes, United Kingdom Technip Energies Full time

**About Technip Energies**
At Technip Energies, we believe in a better tomorrow, and we believe we can make tomorrow better. With approximately 15,000 talented women and men, we are a global and leading engineering and technology company, with a clear vision to accelerate the energy transition. Designing and delivering added value energy solutions is what we do.

From Engineers and Specialists to Project Managers and Support Staff, spread across 13 countries, our people thrive in a dynamic, proactive business that’s balanced with a deep sense of environmental responsibility. Never standing still, we see limitless possibilities for our solutions; and our knowledge sharing, collaboration and innovative thinking are just a few of the ways we fuel our energy for what we do

Admin Assistant 3 month Contract

**Job purpose**:
The Administrative Assistant's main responsibility is ensuring the office runs efficiently and smoothly on a daily basis. This includes assisting department heads and staff, performing administrative and clerical duties, office H&S compliance, and travel management.

Ad hoc project secretarial assistance may be required to support the needs of project teams and onsite clients: typing, record & file maintenance, document creation.

**Reporting lines and interactions:
Line manager: Office Facilities Manager

**Key interactions (internally, externally)**:

- Internally _: Staff, Corporate real estate, UKOC London, Project teams, Shared services (Finance, P&C, IDS)
- Externally _: Vendors, Maintenance teams, Building management, Onsite clients & visitors

**Job scope (budget, management, specific criteria):
- Answer switchboard and direct calls
- Day to day ah-hoc admin tasks
- Administer desk booking and WFH systems
- Develop and maintain a filing system and logs
- Maintain office supply inventory and ordering
- Travel management - bookings, visas and in-country security arrangements
- Coordinate the new starter induction process including office safety induction and continued assistance during ‘bedding in’ period.
- Onsite contact for third-party staff (cleaning and maintenance teams)
- General point of contact (correspondence, queries, internal and external clients, and contractors )
- Access Control - passes and configuration
- DSE & PEEP arrangements
- Format project documents and company CVs
- General support for onsite clients and external contractors
- Preparing couriers & post
- Ensure compliance of office based processes and procedures
- Office purchasing - raising requisitions, validating payments and handling invoice disputes/escalations.
- Assist OFM:

- Monthly HSE Inspection program plan (perform, reporting and follow-up/close out)
- Proofreading - policies, procedures & office-based communications
- Maintain distribution lists and global notification system

**Typical background and experience required:
- Must have: _
- Microsoft Office Skills - Intermediate level
- Strong team player with attention to detail
- Excellent communication skills - listen, verbal and written
- Ability to problem solve, use initiative and willingness to go the extra mile
- Ability to prioritise workload according to deadlines and plan accordingly
- Nice to have: _
- Proven experience as an Administrative Assistant
- DSE training
- IOSH certification

**Additional information:
**Criteria
**1
**2
**3
**Scope of Responsibility
Administrative activities (typing, record and file maintenance, document creation, etc.) to support individuals in a given region

Administrative and coordination support to individuals, teams or functions across regions (i.e. organizing international events involving many interfaces)

Manage or coordinate special projects with limited guidance/supervision to support individual/teaM/Functional operations