Launch Operations Administrative Specialist

3 weeks ago


Shetland Islands Scotland, United Kingdom aaa consulting Full time

Main Responsibilities:

  • Deliver comprehensive office and administrative assistance to the Operations team on-site, which encompasses coordinating meetings, documenting minutes as necessary, and overseeing office supplies and equipment.
  • Input, maintain, and update data within the company's integrated management system (IMS) as needed, while proposing and developing new organizational systems in response to evolving demands from the Operations team.
  • Act as the primary liaison for external visitors and employees arriving at the launch site, ensuring effective communication of visit schedules and site itineraries to team members.
  • Support new Operations Team members stationed at the site as their roles evolve, providing guidance on necessary systems, plans, and processes.
  • Assist in sourcing urgent site requirements (local materials, services, and equipment) in collaboration with the Procurement Manager.
  • Provide project support as needed, particularly in monitoring project timelines, managing conflicting schedules/meetings with planned site operations, and accommodating other activities on-site.
  • Ensure clear and effective written and verbal communication regarding site activities to all team members, aiming to facilitate smooth daily operations.
  • Report any hazards or potential safety concerns to site management as required.
  • Offer support and assistance to other functions when feasible, and engage in professional and personal development activities that contribute to the successful completion of your apprenticeship.

Qualifications, Knowledge, Skills, and Experience Required:

  • Demonstrated administrative experience across various roles.
  • Experience in a dynamic and adaptable work environment.
  • Background in operating within a regulated setting where safety is a top priority.
  • Familiarity with ISO 9001 standards and integrated management systems.
  • Strong local knowledge of logistics.
  • Possession of a full, clean UK driving license.


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