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Job Purpose:
- Provide administrative support to offshore and office teams, including scheduling meetings, preparing project progress reports, and maintaining project documentation.
- Ensure all documents are precise, well-organized, and properly documented to ensure easy accessibility and reliability.
Job Responsibilities:
Crew Coordinator
- Coordination of Offshore Crew Logistics: Arrange crew changes, including booking travel and accommodation for offshore personnel, in coordination with the Regional Office (RO) and Offshore Engineer (OE).
- Training and Compliance Monitoring: Track, administer, and raise nominations for mandatory Health, Safety, and Environment (HSE) training for staff, ensuring continuous follow-up until successful completion.
- Work Permit Management: Handle the arrangement of work permits for staff and vendors, ensuring compliance with relevant regulations.
- Expense and Timesheet Management: Completely review and submit approved staff expenses claims, timesheet and overtime documentations to HR for processing.
- Certifications and Documentations: Ensure that offshore team members possess valid medical certificates, competency certificates, or qualification documents as required by the company and clients
- Personal Protective Equipment (PPE) Provision: Ensure that offshore teams, vendors, and consultants are supplied with complete and appropriate PPE.
Document Controller
- File Validation and Document Control: Oversee the validation and control of all project-related files and documents. Ensure that all documents are thoroughly reviewed, error-free, and approved before submission.
- Adherence to Standard Operating procedures: Strictly follow the company’s standard operating procedures (SOPs) for document submission, ensuring accuracy and compliance with established guidelines.
- Error Prevention in Documentation: Ensure that all documents are free from errors, particularly in filenames and submission details, before passing them on to the next department to prevent any confusion or delays.
- Timely Document Preparation and Communication: Prepare all necessary documents in advance and maintain clear communication with employees to facilitate timely submissions.
Project Administrator
- Billing and Payment Advisories: Prepare billing and payment advisories, ensuring accuracy and timely communication with relevant departments and integration with client’s system.
- Invoice Tracking: Provide ongoing invoice tracking and reporting to the Finance Department with accurate and timely projections
- Payment Forecasting and Cash Advance Management: Support the Finance Team in updating the Division Payment Plan by managing payment requests, preparing documentation for payment release, and handling the preparation and requests for cash advances as needed
- Payment Plan Management: Assist Finance Team in updating the Division Payment Plan, including handling payment requests and preparing documentation for payment release.
- Vendor Statement Reconciliation: Ensure that vendors' Statements of Account (SOA) are accurately reconciled on a monthly basis, addressing any discrepancies promptly.
- Operational Budget Preparation: Prepare the operational budget by analyzing the previous year’s budget utilization and considering future improvement plans and upgrades to ensure financial efficiency and growth
Job Requirements:
- Bachelor's degree or equivalent experience
- Proficient in Microsoft Office suite
- Experience in managing multiple priorities, administrative coordination, and logistics
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills
- Attention to detail and the ability to work independently