Project and Business Support Administrator

5 days ago

Aberdeen City Scotland, Aberdeenshire, United Kingdom Jee Full time

Location: Aberdeen


ABOUT JEE

Jee is a leading independent, multi-discipline engineering and training company operating in the global oil, gas and renewables industries. We provide engineering consultancy support to major operators and service companies worldwide on projects ranging from weeklong studies to multi-year contracts.


THE ROLE

We are seeking a highly organised, proactive and detail-oriented Project & Business Support Administrator. The ideal candidate will have proven experience in project administration and project-related finance (e.g. project invoicing, accounts payable, accounts receivable, etc.). You will play a crucial role in supporting the Project Controller, Project Managers and the Engineering Business to ensure projects run smoothly and that business processes are followed and continually improved.


With guidance from the Project Controller, you will oversee, coordinate, and track the planning and implementation of all client-facing projects for Jee’s Engineering division. You will also collaborate with enabling divisions such as Finance, Sales, and HR to ensure that project requirements are met, and timelines and budgets are adhered to making sure the longer-term capacity and capabilities of the division are sufficient to meet the demands of the business.


KEY RESPONSIBILITIES


General Project Administration

  • Assist with project administration duties (for example, assist with setting up new projects in our project management software, updating project records, setting up new client/supplier records etc.)
  • Develop and maintain project progress reports (e.g. maintaining hours versus PO value oversight) and any other reports as required – training will be provided
  • Attend project meetings (for example, progress meetings and risk assessments) and provide scribing function where required
  • Assist with Resource Planning meetings
  • Ensure engineering timesheets are submitted on time resolving any timesheet issues
  • Become proficient in WorkflowMax (our project management software) and provide basic software/project support
  • Manage Jee’s and client’s document control systems where applicable
  • Fulfil Jee's project-specific admin function for key clients
  • Scheduling of project tasks, ensuring adequate resourcing and delivery with support from the Project Managers, Project Controller and Resourcing Specialist


Project Invoicing/Finance Administration

  • Monitor project budgets and process invoices, expense reports, and purchase orders accurately and in a timely manner
  • Act as the Finance/Engineering interface to resolve budget, invoicing, or other project queries as they arise
  • Collaborate with the Finance team to ensure accurate financial reporting and billing throughout the project lifecycle
  • Maintain organised project financial records


General Administrative Support

  • Provide admin support to Project Managers and senior-level executives, including keeping the Business Management System (BMS) up to date, maintaining project documentation, scheduling meetings, and managing correspondence
  • Assist in preparing the division’s reports and presentations as needed


CANDIDATE PROFILE


Experience

  • Prior experience in a finance/accounts function and project support function
  • Oil, Gas or renewables industry experience (desirable)
  • Experience in a consultancy environment (desirable)
  • Competent user of WorkflowMax project management software (desirable)
  • Experience of Xero finance system and integration between Xero and WorkflowMax (desirable)
  • Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, SharePoint, etc.) (desirable)


Skills and Ability

  • Ability to adapt to fast-changing goals and project demands
  • A fast learner with ability to quickly adapt to new software
  • Advanced computer literacy
  • Intermediate to advanced user of PM software tools such as MS Project or other comparable scheduling software - specifically in using tools for managing deadlines and resources, and prioritisation of tasks (desirable)


Personal Attributes

  • Proactive, organised and efficient with a meticulous eye for detail
  • Co-ordination and multi-tasking ability across multiple competing stakeholders, work streams and sites
  • Enjoys completing administrative, analytical and process-driven work
  • Comfortable working with all levels in an organisation
  • Confident, friendly, and reliable with a strong team support work ethic


Qualifications

  • Working towards a Project Management or Finance qualification (desirable)


Right to Work

  • Hold permanent right to work status in the UK


SALARY AND BENEFITS

  • Salary: up to £28,000 per annum (depends on experience)
  • Benefits on application


EQUALITY AND DIVERSITY

Jee is an equal-opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability status or any other legally protected factors. Disability-related accommodations during the application process are available upon request.

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