Administrative Assistant London, England
Job description
Team Admin Assistant
Summary
Working across the EMEA region the focus of this role will be on providing high quality and professional administration support for the Engineering team.
The role will support the team in the execution of it engineering works supporting customer sites in the Europe region.
The role is for the administrative support for a team of 40 engineers within multi-site team in the execution of their day to day activities supporting customer sites in the Europe region
Some responsibilities include:
- Coordination and data collation of all reporting activities conducted for engineering projects: visas arrangement, forecast of resources, etc.
- Commercial: Draft quotations, invoices, business plan, monitor and implement cost control activities in accordance with MPW EUK procedures
- Quality and Safety training and travel: Support to engineering team for implementation and follow up of Quality and Safety procedures
- Co-ordination of recruitment activities from HR to hiring managers
- To monitor and collate engineer CSE/CRE working times for invoicing preparation.
- To monitor engineering department cost, KPI, safety QMS, ADP time-sheet and report out to managers
- To co-ordinate the updating from lines manager of the Eng. team capability and Skills matrices
- On an annual basis, Support HR and QHSE team in booking of company medicals, to ensure all the team remain “Fit to Work” and eligible for travel to outages as required
- Raising charge codes requests for engineering team activities in projects
- Assisting with expenses report on Concur for the team
- Assisting department managers in collation or working times for the approval of staff overtime payments against contracts
- Work with company teams to support personal mobilisation for outage on invitation letter, visa applications, safety training, vaccinations, site entry documents.
- Co-ordinate the engineering team recruitment programme working closely with HR team
- Updating and distributing engineering team schedules in IHCM ADP systems and create monthly and yearly report
- Create Engineering team training plan from the manager inputs and liaise with HR L&D to find vendor and schedule training.
Other duties and responsibilities:
- Communicate effectively with all levels of employees.
- Always maintain the highest degree of honesty and integrity.
- Support resolution of internal customer problems when it is assigned by Engineering department leaders
- To write and or revise quality management system procedures for administrative functions as and when requested.
Person Specification
- Proven related experience as Administrative Co-ordinator or team support
- Effective customer service skills and strong organizational skills.
- Strong analytical and problem-solving ability
- Communication and relationship building skills to nurture networking
- Proficient document writing and presentation skills.
- Ability to work in a multidisciplinary team having people with different cultures and nationalities as well as on their own.
- Proficiency in of MS Office suite.
- Fluency in business English, knowledge of Japanese would be an advantage but not essential.
- Disciplined assertiveness and strong personal resilience
Job Types: Full-time, Permanent
Salary: £25,000.00-£30,000.00 per year
Benefits:
- Company pension
- Employee discount
- Health & wellbeing programme
- Life insurance
- Private medical insurance
- Referral programme
Schedule:
- Monday to Friday
Supplemental pay types:
- Bonus scheme
- Yearly bonus
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have the Right to work in the UK?
- Do you speak Business level Japanese?
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative experience: 1 year (preferred)
- Admin: 2 years (required)
Language:
- English (required)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
Application deadline: 25/06/2023
Reference ID: EngAd
