Siemens Energy

A Snapshot of Your Day 

As an Offshore Administrative Assistant, your role is pivotal in ensuring the efficient functioning of multiple admin operations for the offshore commissioning technicians team. The responsibilities of this role will include, but will not be limited to, collaborating with various teams, such as the delegation department, finance or training and planning department, to align on essential areas of interest, supervising and supporting the onboarding and offboarding process for the new members of the team, general admin duties such as couriers, arranging meetings, hotels, hospitality etc.  Your attention to detail and ability to work effectively are essential for success in this role.

How You’ll Make an Impact 

• Various orders placement and tracking;
• Issuing new equipment to replace damaged or furnish new starters;
• Monitoring of stock levels of PPE;
• Invoice checking against orders/request;
• Monthly spend report to Ops manager for budget monitoring;
• Organizing and arranging trainings for technicians together with the training planners;
• Working closely and communicating with technicians for all administrative duties required;
• Completing and checking all monthly time sheets;
• Working closely with HR Department for all administrative duties required, including but not limited to retention additionals, holidays, onboarding and offboarding procedures and processes;
• Working closely with Delegation Department to plan and organize projects traveling;
• Uploading to Group Account and sending report to Ops Managers.

Other responsibilities but not limited to:

• Arranging induction meeting rooms and hospitality
• Setting up of systems for technicians (IAW, Fluix, Plannisware, Group Account)
• Working with both hubs SE & SGRE to obtain all necessary information in tight timescales.
• Arranging Monthly meetings, union meetings, hotels, meeting rooms, hospitality etc.
• Perform general duties to include but not limited to photocopying, scanning, faxing, mailing and filing, organizing and coordinating meetings and other events.
• Office management: communication, documentation, office organization, visitor support
• Procuring, preparing and documenting relevant information of the administrative process     
• Handling of correspondence
• Filing System
• Translations
• Administration of office facilities.

What You Bring

• More than 3 years of professional experience as an employee in the back office, as an assistant or in another comparable position.
• Proficiency level of English
• Familiarity, proficiency and confidence with MS 365 Applications (Office, especially xls and Power Point and Outlook), software and the use of networked PCs are essential. Willingness to learn more IT tools relevant for the tasks.
• Prepared to work as part of a team, keen to make internal and external contacts, learn and be able to operate company procedures with minimal assistance (once established)
• A self-starter who has demonstrated the ability to work under the minimum of supervision
• Ability to adapt to new situations and deliver professional support to other functions in the team.
• Experience of working in a multi cultural environment is a must, also to adapt and overcome cultural differences in a professional manner
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• A passion for renewable energy and a sense for the importance to lead the change.