Overview
The Administration Assistant will provide essential administrative support to the Operations Coordinator and Crewing Manager and wider team in support of the fulfilment of the Contract, ensuring administrative tasks are run effectively, efficiently and in a professional manner.
Demonstrate the Company Values in all interactions with customers and colleagues, ensuring work is carried out to the highest standards. Support other areas of the business where required.
Responsibilities
* Safety
o 1.1 Promote a strong safety culture - 'Safe Out, Safe Home'
o 1.2 Ensure all work is conducted in full compliance with Company Health, Safety and Environmental Policies, associated site safety regulations and good industry practice
o 1.3 Be proactive with the Company Safety Management System and demonstrate safe working practices during all working activities
o 1.4 Support Marine Operations Manager & DP ensuring all HSEQ initiatives are up to date and completed by deadlines. This includes but is not limited to; Monthly Company Workplace inspections, Directors' Toolbox Talks, Audit actions.
* Financial
o 2.1 Promote ideas which will increase efficiency, reduce costs or time without compromising service standards and present to line manager
o 2.2 Liaise with and support Divisional Accountant with any requests for financial information
o 2.3 Efficient processing of requisitions, invoices and dealing with queries
o 2.4 Complete credit card reconciliations and process expense claims in a timely manner in readiness for approval as required
* Staff
o 3.1 Support Operations Co-ordinator and Crewing Manager in relation to training, e.g. booking of external courses for team members when required
o 3.2 Support team performance by sharing knowledge and best practice at all levels
* Customer
o 4.1 Responding to customer enquiries
o 4.2 To always present a high standard of customer service, personal conduct and representation of the service in line with Company values and standards
* Operations
o 5.1 Maintain and keep record of appropriate PPE stocks on site with orders being placed in readiness for approval as required
o 5.2 Maintain an accurate and efficient document management system to meet Company and Client requirements (Sharepoint)
o 5.3 Add and remove staff from Fleetcheck & Lightfoot as required. Ensure driving license checks are maintained on an annual basis
o 5.4 Support Operations Managers with the maintenance of site vehicles, liaising with Company Procurement team
o 5.5 Provide support for meetings, taking minutes as required
o 5.6 Support operations team to ensure the efficient running of the contract
o 5.7 Arrange travel and accommodation as required using the Company approved travel management company. Support Operations Coordinator and Crewing Manager in the provision of support tasks such as booking of travel and logistics including hire car bookings etc. for crew changes, training, etc.
o 5.8 Handle day to day enquiries from team and client
o 5.9 Manage effective communications in line with Company and client requirements
o 5.10 Day to day management of office and supplies
o 5.11 Provide any other appropriate, administrative support as requested and support Operations Coordinator and Crewing Manager and wider team in the management of day-to-day activities
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