Administration Assistant - Aberdeen, United Kingdom - Sparrows Group

Sparrows Group

Verified Company

Aberdeen, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Sparrows Group is a specialist lifting and mechanical handling contractor that delivers equipment, technology and integrated engineering services to the global energy industry.

Our solutions support our clients to optimise their efficiency by ensuring the performance, reliability and safety of critical equipment and people.

With our headquarters in Aberdeen, we employ over 1,600 people across numerous operational locations across the Americas, Europe, Middle East, Africa and Asia Pacific.

We are currently looking for an Administration Assistant to join our Personnel Logistics team in Aberdeen, UK.

The main purpose of Administration Assistant is the verification and entry of timesheets for offshore and international personnel. They will also be required to provide administrative support to Personnel Logistics,
Training and Competence functions.

Main responsibilities

Verification of timesheets received from offshore personnel
Liaising with internal departments, tracking systems to ensure entry is correct for submission to the job costing system
Highlight discrepancies and bring them to the attention of relevant engineering personnel for amendment
Contact offshore personnel for missing timesheets & amendments and report repeat offenders to Global Head of Offshore Personnel or relevant engineer personnel for further action
Entry of verified timesheets into job costing system for authorisation by client (SOSL) and release to accounts
Produce missing timesheet information
Distribute entered timesheets to relevant accounting team for backup invoicing tool
Check against and align with Vantage System and highlight changes to employee.

General Duties

General administration assistance
Assist with taxi and accommodation arrangements
General data entry into computer system
Answer telephone and take messages for department
Other adhoc duties within the Logistics & Training function

HSEQ responsibilities

It is mandatory that the incumbent is familiar with the Company's HSEQ Policy and takes an active role in the compliance and improvement of Sparrows Integrated Management System. The incumbent must report any incidents, near misses, actual or potential problems with products, services or systems to their Line Manager.
The incumbent also has legal responsibilities under countryspecific health and safety legislation to follow all Company processes and procedures and familiarise themselves with the emergency response arrangements applicable to them. The incumbent is also responsible for the health and safety arrangements of subordinates (if any) and for any persons visiting them while on the Company premises.

Qualifications and experience

The incumbent of the role will possess the following skills and experience as a minimum:
Standard Grade English or equivalent
General administrative experience
Ideally Oil and Gas service company experience, dealing with offshore personnel
Experience in 'on call' duties
High level of accuracy
Attention to detail

Job Types:
Full-time, Permanent

Benefits: