Administrative Assistant

Main purpose of the Job (includes but is not limited to):

· Administrative and front desk support role

· Populate Excel sheets with data and respond to queries (such as timesheets/invoice related) to support Finance and Quality requirements; Populate and maintain ATS/HR System to support Recruitment actions.

· The role includes logistics support, liaising with our clients and personnel regarding their domestic and international travel requirements.

· This will include working with our clients with information provided with travel dates and sourcing the most efficient but cost effective method of travel.

· Working with the client, personnel and where required in country support (such as Angola) will require clear and articulate status reports on:

• o Flight bookings, collection of personnel data for visa processing, hotel bookings, liaising with in country support and reporting back to client and personnel.

Responsibilities (include but not limited to):

Admin:

· Provide First Desk support – office hospitality, answer incoming calls, resolve general enquiries

· Correspond with personnel regarding timesheets and invoices and resolve queries

· Prepare general correspondence (Word/Outlook)

· Create / populate Excel sheets to document and process reports i.e. expenses, PPE stock, costs

· Use Excel as a tracker tool to manage timesheets, to maintain holiday tracker, etc

· Process documents MS-365 and ATS/HR System to assist with recruitment and mobilisation processes

· Review / amend existing Admin procedures and processes – develop new as/where required. Develop Process Maps (using Visio) to identify waste and help manage lean performance.

Logistics

· Liaise between FCS and client on mobilisation status, compilation of all data associated with mobilisation plan

· Reporting mobilisation status with client in weekly meetings

· Populating mobilisation tracker

· Liaising with in country support for arrival dates, meet and greet, in country transportation, hotel bookings and transfer to marine base for transit offshore

· Liaising with personnel to ensure all travel dates and time are clear, mobilisation pack (FCS Template provided) to confirm all documentation and PPE requirements are provided to personnel

· Investigate transport options (UK / International - car rental/train/flight as appropriate), review options vs. costs

· Flights: we book directly w/ airlines

· Hotels: Internet search / hotels.com, corporate accounts w/ hotels (may need setting up additional options)

· Taxis: booking via account / internet searches / registering corporate account, etc

· Car Rental: Account with Enterprise but if Enterprise do not have availability we need to investigate options

Training:

· We are currently looking at training options to meet regulatory and client requirements - may need to investigate options

· May need to set up corporate accounts with training providers

· May need to assign licences to users, and track training requirements and goals

IT:

· Liaise with Client Manager to submit forms to initiate IT access requests.

· Follow-up with candidates and supply credentials

· Document any queries and liaise with FCS / Client / Candidate to resolve

Data Protection:

· As we are classed as a data controller we will provide you with GDPR training

· We may need to assign you as Data Protection Officer - responsible for Data Subject Access Requests and redacting findings

· Redacting documents in accordance to Data Protection regulations using specialised software

Audits:

· Opportunity to partake in internal audits - systems exist however may need to work with Team to review/modify existing systems, or initiate new

· In own role, develop Process Maps (using Visio) - identify waste and help manage lean performance

NOTE: Role is Monday to Friday office based, 08.00 through 16.00. There are no options for Hybrid or Work-From-Home [WFH]

Pay: From £27,000.00 per year

Benefits:

• On-site parking

Work Location: In person