Engineering Administrative Assistant

Position Summary

• The Site Support Administration role provides an opportunity to work as a member of a Global support network for the Offshore Drilling Industry.

Responsibilities / Duties
Timesheet Administration

• Collect weekly office timesheets for all personnel.
• Distribute to relevant managers for approval where applicable.
• Pass to Accounting department for processing
• Collect weekly Site Timesheets from all personnel operating in the field.
• Collect any client required timesheets from all personnel operating in the field.
• Verify Office vs. Site vs. Client timesheets. Raise any discrepancies with RTS Management.

Facilitate Site Service Mobilizations/Demobilizations

• Liaise with Field Support Engineers and RTS Management to identify travel requirements.
• Liaise with Travel Agencies to set up all travel requirements portal to portal.
• Maintain records of all travel costs for client invoicing.

Maintain Site Support Database

• Collect all Site Reports from all personnel operating in the field.
• Process all site reports into Site Support Database.
• Identify missing reports, chase up late submissions.

Personnel Record Tracking

• Maintain records of all personnel information pertaining to site services.
• Where required arrange training courses and facilitate necessary logistics.
• Regularly review personnel records to identify deficiencies or impending expiration of training certificates.
• Facilitate Visa applications where applicable.
• Maintain records of active Visas.

Invoicing

• Maintain records of all necessary backup documentation to allow accurate generation of invoices.
• Generate all site service invoices.
• Maintain invoice tracking spreadsheets.
• Participate in weekly invoice review meetings to identify areas of concern/problems, and provide revenue forecast update to the Accounts department.

Collections

• Generate Aged Debtors weekly report.
• Liaise with customers to chase up payments outside of agreed terms.
• Provide feedback to [Company] Corporate.
• Minimum Qualifications  MS OFFICE experience – good working knowledge of MS Word, MS Excel and MS Access
• Highly organized individual essential
• Dynamic personality able to adapt to changing requirements
• Good communication skills – must be able to communicate confidently with suppliers, clients staff and contractors