Administrative Assistant (6 Month FTC)

Purpose:   

To provide administrative/clerical assistance to the Vessels Team

Key Deliverables:

  • Uploading reports onto company database
  • Uploading daily vessel reports (DPRs) into individual vessel files on sharepoint.
  • Uploading monthly reports from vessels into individual files on sharepoint – this includes: vessel drills, hours of rest; crew rotas, safety meeting minutes, maintenance logs, dangerous goods manifests, Toolbox Talks (TBTs)
  • Answering telephone calls
  • Organising and scheduling meetings on outlook
  • Taking and typing accurate minutes
  • Book travel arrangements
  • Using the Omega World Travel system (training will be given)
  • Completing a new profile for anyone not yet on the system
  • Completing a travel request form
  • Maintaining manual and electronic filing systems
  • Printing off certificates and putting in vessel files
  • Scanning and uploading certificates into individual vessel files
  • Archiving expired certificates
  • Maintain contact lists
  • Updating vessel related emails addresses and phone numbers
  • BInding documents
  • Using office binding equipment to bind vessel manuals
  • Scanning / photocopying
  • Maintaining and updating spreadsheets
  • Sending documents via email and post
  • Raising purchase orders on company IFS system ( training will be given) – this element is Subject to an IFS licence being available

Qualifications/Skills/Experience

  • Knowledge of office administration procedures
  • Good keyboard skills
  • Proficient in MS Office (particularly MS Excel and Word)
  • Excellent written and verbal communication skills
  • Professional telephone answering skills
  • Attention to detail

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