Trainee Operations Assistant - Offshore Projects

£12000 - £14000 per annum
06 Dec 2018
03 Jan 2019
Recruitment Genius Ltd
Public Sector
Customer Service
Contract Type
Full Time
An exciting new role has been created in the Offshore Projects & Engineering division of this leading marine industry design consultancy at its smart new offices close to Aberdeen Airport.

Reporting to the Office Manager and project managers you will support their growing Operations and Engineering teams helping to deliver a variety of technical solutions to their clients.

You will receive training in document control, use of databases, reception, international and UK travel arrangements, personnel logistics, project administration (including cost control), invoicing, cash management and general office duties.

The key responsibilities of the role include but are not limited to:

- dealing with incoming telephone calls, meeting and greeting visitors, ensuring health and safety requirements are met.
- dealing with incoming and outgoing correspondence, courier shipments and deliveries in an efficient and professional manner.
- making travel arrangements using the company's external travel provider for flight, rail, hire car and hotel bookings under supervision of the Office Manager.
- assisting the cost controller with ad-hoc tasks
- operating the company's Voyager database to record 'black trades' manual workers' details in an accurate and systematic manner
- scanning and uploading documentation to the document control system
- preparing and submitting invoices to clients sending documentation as appropriate
- assisting with setting up meetings with clients
- assisting in the tracking of staff offshore certification to ensure they are up to date e.g. BOSIET, MIST, Medical
- Collating and recording staff time sheets
- assisting with goods being delivered to the office
- helping with ad hoc tasks within the operations department and provision of assistance to other areas of the business

Previous Experience:

Prior experience in a similar role would be advantageous

Knowledge and Qualifications

- A good command of English language both spoken and written is essential
- A good level of proficiency using computers and programmes such as Microsoft Office, Word, Excel and Outlook and ideally a knowledge of databases
- A good level of numeracy, attention to detail and accuracy when dealing with figures, data entry etc.
- Excellent oral communication skills and a good communicator
- A good organiser and administrator
- A driving licence holder would be useful

Personal attributes

- Proactive and industrious, self-motivated with initiative and drive
- Professional, confident and friendly in nature
- Have a dependable, reliable and good track record of time keeping
- Flexible
- Good at taking instructions
- A quick learner
- Delivery focussed
- A team player