Reporting to the Operations Director, your core duties will include but, not limited too:
Main Duties & Responsibilities
• Work with the operation administration support team to ensure that processes and procedures are being followed accordingly.
• Effectively arrange travel arrangements (flights, accommodation, car hire) as required for field personnel in a timely manner.
• Demonstrate adaptability when arranging travel arrangements which could be required at short notice.
• Act as the point of contact for any queries on travel, project briefings, operations processes, and procedures for all assigned projects.
• Establish and build good working relations with customers, field engineers and operations managers.
• Assist with maintaining the personnel tracker and job schedule.
• Maintain the operations databases and systems, end-user file, travel logs, customer file, feedback forms and timesheets, and briefings.
• Adhere to the Company’s internal processes and control systems and work continually to try to improve the current operational systems and processes.
• Process and get approval for all travel invoices, expenses, and timesheets for the development of invoicing packs to be handed over to Finance.
Process and approve all travel invoices for the development of invoicing packs to be handed over to Finance.
• Work closely with internal administration departments (Finance, HR, QHSE, Training, etc.) when necessary.
• Demonstrate adaptability when arranging travel arrangements which could be required at short notice.
• Record all travel arrangements on travel log and other databases and systems.
• Work closely with field personnel and managers to effectively arrange and communicate travel arrangements.
• Work to expand and develop job briefings using feedback information, pre-brief information and other sources of knowledge.
• Add job briefings to the database to record briefings that have been sent out.
• Track and manage passport renewals.
• Assist with the visa processing for assigned engineers and projects.
• Maintain visa records and update visa database.
• Work closely with visa service providers, consultants, government agencies, customer agencies and embassies.
• Prepare timesheets for invoicing packs and correlate to job numbers.
Key Experience & Qualifications
• Third-level qualification or equivalent experience.
• Proactive self-starter who can take ownership and use initiative to make sound judgements and decisions autonomously.
• Highly organised with excellent time management skills and the ability to juggle multiple tasks without ever compromising on quality.
• Excellent interpersonal and communication skills (both verbal and written), dedicated to providing the highest level of service.
• Record of high achievement and delivery.
• Must have excellent proficiency in the Microsoft Office suite
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