Operations Administrator - Norwich, United Kingdom - Gavin and Doherty Geosolutions Ltd

Description

About GDG and Ordtek
GDG is a specialist engineering consultancy, providing innovative solutions across a broad range of civil engineering sectors. We have offices in Dublin, Cork, Belfast, London and Edinburgh. Our clients include large civil and building contractors, project developers and engineering consulting firms. We also offer forensic engineering and expert witness services to the Insurance and Legal sectors. Our principal areas of expertise are Infrastructure, Onshore Renewables, Ports and Harbour, Structures, Offshore and Research & Development.

Our clients include blue chip and world leading service providers in the energy sector, and equally high-profile suppliers in other's industries.

Our high levels of quality and professionalism reflect the expectation of our clients.

Ordtek are based in Hethel Engineering Centre, just south of Norwich, Norfolk.


Role Description:

This role will support Ordtek's project operations by providing diligent assistance, both with daily office and administration duties.


Key Responsibilities will include:

• Review and filing of client purchase orders, contracts and instructions, including reviewing for accuracy against quoted scope
• Movement of all enquiry folders to live projects once confirmed including all correspondence and contractual information
• Ensuring project folder transfer from sales to live stage is complete and stored within live project area
• Update and manage the project tracking long including new project entries, maintaining existing entries, invoicing through to project close out
• Manage and update live operational spreadsheets, including all operational manning schedules up to date
• Review and first sign off for time sheets and expense claims prior to management review
• Participate and minute take during operational review meetings
• Processing project specific clearances for site operatives
• Archiving completed project folders and ensuring all project related incoming and outgoing correspondence is dealt with appropriately
• Collect and all office based internal timesheets each week and review for accuracy
• Input all timesheet based information into master spreadsheet for management sign off
• Accurately prepare all invoices including timesheets and billable services ensuring in line with client proposal and instruction
• Management of personnel databases including subcontracted staff and suppliers
• Internal management of client reps
• Generating and managing contracts for subcontracted staff and suppliers
• Arranging and issuing supplier purchase orders with GDG finance and issuing personnel
• Review internal documentation on request, including proof reading and formatting documents prior to issue
• File and record externally supplied documentation and information
• Maintain reporting directory for client reports
• Coordinating marine projects as required
• Assist with compliance and ISO document management
• Support to accreditations and auditing
• Carryout out any reasonable additional duties on behalf of Ordtek as directed
• Ordering of stationary and office supplies as instructed
• Liaise with Hethel Engineering Centre as reception contact

Key responsibilities will also include:

• Front of house tasks.
• Administration support across all business functions
• Maintaining spreadsheets and trackers.
• Assisting with sales and marketing activities.
• Administration relating to OrdConnect.

Expertise required:

• Conscientious, selfmotivated and proactive nature.
• Strong verbal communication and listening skills.
• Excellent demonstratable written language skills, and accurate typing.
• Exceptional organisation skills.
• High levels of accuracy and attention to detail.
• High levels of computer literacy within Microsoft office
• Ability to handle sensitive, confidential information.
• Strong time management skills and ability to prioritise workload
• Ability to work under pressure and complete tasks to tight deadlines
• Experience of direct client interaction.
• Professional office background.

This is a full time, permanent position. Own transport is essential due to the remote location of the office.

• At GDG and Ordtek, we are committed to inclusion and diversity in everything we do. We take inclusion and diversity seriously. We know that getting this right is critical for us to live our organisation's values. We are always trying to improve our way of working to be more inclusive and equal. We are an equal opportunity employer. Our vision is for GDG to be a place where people of all ethnicities feel welcomed to work._

Benefits:

• Additional leave
• Company pension
• Onsite parking
• Private medical insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Yearly bonus

Ability to commute/relocate:

• Norwich, NR14 8FB: reliably commute or plan to relocate before starting work (preferred)