Admin Co-ordinator

BBBH40735
Negotiable
Sutton, London


OVERVIEW OF ROLE
The GPC (Global Project Centre) Co-ordinator reports to the GPC Administration Manager, supporting all GPC&AP (Asia Pacific) London business units. Coordinators assigned to a project will also report to their assigned Project Manager and team.
As assistants, Coordinators are responsible for a variable and diverse range of tasks and are required to have skills at the appropriate level to match. Coordinators ensure that team members are fully inducted into their functions/project, organise equipment and access to systems and any training required. Day to day, Coordinators execute general administration, SP/IT/PO, travel, secretarial and PA tasks.
All personnel are expected to contribute to creating a positive HSEQ culture and ensure familiarity with and adherence to local HSEQ codes and practices.

GPC AP Coordinator

  • Coordinators are assigned to the GPC Admin pool, picking up tasks from the GPC Admin mailbox as and when required:
  • Providing comprehensive secretarial and administrative support to the Directors of the GPC Management team, Project Managers. Project Engineering Manager and their Teams, Clients and Sub-contractors
  • Organise and set up of new starters and leavers
  • Dealing with day to day requirements during the absence of the managers including email and calendar management. Assistance with phone calls when required.
  • Arranging meetings: room bookings, invitations, refreshments, preparation of documents and agendas, equipment set-up, minutes, action tracking, as required
  • Attend meetings and prepare materials and reports, preparing agendas and taking minutes as required
  • Documentation: set up of templates, filing systems, typing, editing and formatting, compilation, copying, scanning, printing, version control on SharePoint and upload into ProArc or equivalent.
  • Assisting with expenses as and when required
  • Arrange travel, including: visa application and processing; welcome pack completion, road, rail, sea and air travel; accommodation; tracking and related work
  • Tracking of actions on registers and updating, as required
  • Management of paperwork to other offices and countries by post, courier, ShareFile
  • Time input in SAP for self and contracted team members and GPC managers
  • Originate and maintain Organisation Charts and presentations in Visio and PowerPoint
  • Set up and administer Department, Public (project) and Team SharePoint sites and the Libraries and Lists and Permissions therein
  • Induction of personnel into the Department/Project
  • Coordination of Department appraisals with Manager(s) and Lead(s), as required
  • Coordination of Project PMRs, as required
  • Event organisation
  • Processing Purchase Orders which includes vendor create and change.
  • IT Requests and trouble-shooting for the Team
  • Purchasing of stationery and small items
  • Facilities focal point for the Department: desk space, equipment, etc.
  • Cover similar work as and when required including holiday cover for the pool of Admins.
  • Greeting of visitors is also necessary as and when required.



PERSON SPECIFICATION

  • Good command of written and spoken English, also numerate
  • Educated in Office and Secretarial practices and other subjects
  • Proven relevant experience
  • Keyboard skills / touch typing / formatting and layout
  • Creates agendas and takes meeting notes
  • Assist in Purchase Orders and invoicing
  • Proficient with Microsoft Office Programs (Intermediate or Advanced)
  • Active interest in office technology (O365, SP Online, etc.)
  • Exceptional Communication and Customer Service Skills
  • Proactive, flexible with a can-do attitude
  • Strong Prioritisation and Organisation Skills
  • Strong attention to detail
  • Ability to Handle Confidential Information and work without supervision
  • Excellent time management skills and ability to multi task



GPC&AP Coordinator

  • Two to five years relevant experience (NVQ Business Administration Level 3 or equivalent)
  • MS Office (Intermediate or Advanced), or ECDL (Basic or Advanced)



GPC&AP Senior Coordinator
As above, plus

  • More than 5 years relevant experience
  • Supervisory skills, including mentoring, delegation, assertiveness



SYSTEMS

  • MS Office suite, Outlook, SharePoint, Visio, Powerpoint, Excel, and other standard office software to Intermediate and Advanced user levels
  • SAP - Time entry, man-hour reporting and approvals
  • ProArc, PLM (Team Centre) etc
  • Knowledge of Microsoft 365 tools
  • Understanding of use of internal systems such as; PLM, Virtual Library, etc.



KEY RELATIONSHIPS / STAKEHOLDERS

  • General Management and Teams
  • Project Management and Teams

About Petroplan

Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.

Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.

In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.

Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.