Senior Administrator

3 weeks ago

Aberdeen, United Kingdom Prodrill Energy Resource Solutions part of Zenith Energy Limited Full time

About the job


Prodrill Energy Resource Solutions part of Zenith Energy Limited is a leading Recruitment Specialist providing professional, highly qualified and experienced personnel for the energy sector.


We are a people business with the sole focus of building long-term relationships spotlighting future opportunities for candidates focusing on their personal objectives, whilst promoting our clients in support of their business objectives. 

A quality service is the backbone of what we do. We are committed to providing both clients and candidates with the highest level of service, satisfaction and are proud of the strong relationships we have built with our global clients ranging from oil majors


Our parent company - Zenith Energy Limited are a well engineering consultancy and project management company providing a range of specialist services to the oil and gas industry. An independent company, owned and managed by engineers, respected across the industry, our footprint includes offices in Aberdeen, Perth Australia, Dakar Senegal, and Abu Dhabi.


With our people being our most important asset and are seeking a


Senior Administrator - to compliment our existing recruitment team.


As a core member of the admin support team, you will have direct responsibility for providing business support for Contract and Compliance to the recruitment division.


You will manage the administration function in all aspects of the commercial and contracts administration function related to recruitment aspects of the business.


You will support the recruitment team will all aspects of commercial client and consultant paperwork and compliance documentation.


Support with consultancy contractual paperwork related to master Service Agreement/Contracts with E&P clients; ensuring standards are adhered to protect the Company’s reputation.


Proactively support the recruitment division with the updating of policies and procedures and any documents relating to the clients’ processes/systems.


Summary of key responsibilities

Contracts/Compliance


Prepare all internal documents for each working consultant including but not limited to individual consultancy agreements and requisitions, any additional limited company information when assigned to client project, finance documents, contractual updates and cross-referencing various registers for the correct data.


Work closely with the recruitment team on PAYE costings and calculations to ensure calculations are accurate and in line with various clients T&C’s. Audit costings regularly to ensure that any new rate variations are updated and approved by management.


Oversee the maintenance of all certifications related to working consultants held is current. Chasing individuals in advance for expiring certifications and documentation such as insurance, competency certificates, medicals etc


Ensure that all relevant consultancy and legal documents are received by the consultant and monitor for audit purposes. Communicate any client contractual changes to consultants in an appropriate method for quick agreement and resolution.


Prepare all internal and external documents for each contractor including but not limited to individual consultancy agreements and requisitions, any additional limited company information when assigned to client project, finance documents, contractual updates and cross-referencing various registers for the correct information relating to specific client projects.


Maintain and develop internal contract database communicating with operational team daily on review status. Ensuring all ‘knock to ‘knock’ clauses are maintained up to date for variations and adoption into standard consultancy agreements


Ensure that all Contractor assignments, amendments and variation orders are raised in a timely fashion.


Maintenance of all contractor files and Client Contract files; Registration, filing and archiving of all departmental documents and updating of database;


Assist with the development of internal policies in relation to GDPR, AWR, Working Time Directive and other as necessary for the recruitment division.


Develop and maintain the Candidate Portal within company’s recruitment CRM net to ensure effective and quick communication with contractors. Minimising paperwork requirements. Offering ideas and suggestions to improve admin process, using technology to improve efficiencies.


Become an advanced user of the company’s recruitment CRM system to drive efficiencies and reduction in manual processes. Become fully conversant on short cuts, templates and searches to help improve the use and effectiveness of the system, sharing knowledge with the recruitment team.


Other administration duties include

When required provide logistic support to consultants/clients booking travel/accommodation/visas when required within contractual requirements and under instruction of the recruitment team. Ensure service levels are maintained from travel and visa support companies. 


In conjunction with the Operations Administrator manage daily incoming traffic/emails from potential applicants. Work closely with recruitment team, highlighting any new applicants registered daily. Assist recruitment team when required with new applicants via the Applicant Tracking System ATS.


About you

You will have a proven track record and relevant previous experience as a Senior Administrator and or in contracts support role.


Candidates with or without a business degree will be given full consideration for this position.


Experience of preparation, negotiation and administration of a variable range of commercial contracts in the Oil and Gas Industry will be a distinct advantage.


Familiarity with employment legislation including AWR (Agency Worker Regulations, WTD (Working Time Directive) would also be helpful although not compulsory.


Strong organisational skills, preferably in a fast-paced business to business environment


Overseeing other’s work output and ensure deadlines are being met.


You will have the right to work in the UK as no sponsorship will be given.


Good data management skills. Commercial acumen and the ability to appreciate the ‘bigger picture.


Personal attributes will include

Take pride in work output demonstrating diligence.


Sharp eye for detail.


Highly organised with the ability to manage multiple tasks and prioritise daily/weekly workload to achieve common goals and deadlines.


Initiative-taking with a ‘can-do’ attitude.


Clam under pressure.


Excellent interpersonal, communication, influencing and negotiating skills.


Ability to demonstrate flexibility in line with business demands and requirements.


History of working within a quality driven organisation.


Able to demonstrate good critical thinking skills.


Flexible and ready for unpredictable days.

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