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Projects & Operations Administrator in Stavanger at Claxton Engineering Services Group

Date Posted: 4/20/2021

Job Snapshot

Job Description

Claxton is a part of Acteon Group of subsea services businesses. We combine experienced Project Engineering and fast track Design and R&D capability with huge inventory of rapid call off tooling, to deliver to our clients. Across a vast array of drilling riser systems, well abandonment equipment and structures, Claxton delivers pragmatic, safe reliable solutions to the operating challenges faced by our clients. We have a Global team with a singular mission, to make our clients projects happen.

Claxton is looking to source a Project & Operations Administrator to join the team on a full time, permanent basis. Based in Stavanger, Norway, this role is to primarily support the operations and projects with the administrative workflow from project initiation through to close-out. Taking responsibility for document control, management of project folders and associated operations' logs. Liaising with sales during client purchase order acceptance. Collaborative working with project engineers, operations, workshop and finance to ensure timely completion of job cards & trackers. Teamworking for completion of asset movements, procurement and logistics.

Duties

Project Administration

  • Acting custodian of the client purchase order log and associated Outlook account; recording incoming client purchase/call off orders and ensuring the process inputs & outputs are actioned and kept up to date daily.
  • Create new projects within the system and updating sales with the project information
  • Set up project folders on system for time-writing
  • Entering the new project details into relevant projects & operations schedulers at time of project opening
  • Timely filing of completed project documentation, auditing/archiving and general monitoring of project filing
  • Provision of contract specific document control in support of the Project Engineers and projects
  • Taking minutes of meetings and circulating for review post meeting
  • Ongoing collaborative working with PE's to ensure project information is up to date for financial forecasting and invoicing purposes
  • Update rental contracts on Navision in preparation for invoicing
  • Preparation of client and intercompany invoicing
  • Transfer of personnel on system
  • Provision of general administrative tasks in support of the projects department
  • Preparation of purchase orders
  • Update stock inventory movements



Offshore Administration

  • Responsible for operations/projects travel arrangements and associated requirements
  • booking of flights, trains, car hire, hotels, taxis, etc for onshore & offshore personnel
  • visa applications where applicable
  • keeping up to date and advising appropriate parties with latest government guidelines (in particular COVID-19 regulations) - passing this information to travellers
  • until further notice, arranging COVID/PCR tests prior to travel, and any other tests/assessments required by client/destination countries in accordance with HSE regarding travel risk assessments and country profiles
  • monitoring and updating global personnel and travel tracker
  • Liaise with project engineers to arrange pre-& post job briefs in the absence of operations supervisor
  • Raise POs for any contract labour
  • Maintain employee offshore reporting days report for finance manager
  • Assist finance team with supplier invoice queries relating to projects travel, as well as general finance support as and when requested in relation to projects
  • Scanning of offshore service tickets and updating personnel info where required
  • Contact all offshore personnel to arrange pre job brief times
  • Collation of offshore work packs ahead of pre job briefs
  • Booking of all offshore personnel training
  • Control & update of PPE log
  • Complete DaWinchi, WELLs and Vantage administration
  • Other general administrative tasks as set by operations supervisor

Requirements

  • Degree in Business Administration or similar is desirable
  • Good written and oral English
  • Computer literate in Microsoft Outlook, Word, Excel and Power Point
  • Knowledge of ISO 9001 and Quality/Integrated Management Systems and MS Navision
  • Experience of Meeting minute taking and presentation drafting (Powerpoint)
  • Excellent organisational skills and attention to detail
  • Ability to prioritise and negotiate workloads
  • Communicate clearly and concisely with diverse audiences
  • Practically minded and process driven
  • Full Norwegian driving licence

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