Operations Administrator Norwich, England
Job description
Company & Team Introduction:
GDG is a specialist engineering consultancy, providing innovative solutions across a broad range of civil engineering sectors. We have offices in Dublin, Cork, Belfast, London and Edinburgh. Our clients include large civil and building contractors, project developers and engineering consulting firms. We also offer forensic engineering and expert witness services to the Insurance and Legal sectors. Our principal areas of expertise are Infrastructure, Onshore Renewables, Ports and Harbour, Structures, Offshore and Research & Development.
Ordtek (www.ordtek.com) is GDG’s niche consultancy arm providing unexploded ordnance (UXO) risk management to land and marine developments, with a strong focus on offshore wind infrastructure. Ordtek are currently working on some of the largest capital investment projects in Europe, as well as working for a wide range of companies in Asia and North America.
Our clients include blue chip and world leading service providers in the energy sector, and equally high-profile suppliers in other’s industries. Our high levels of quality and professionalism reflect the expectation of our clients.
Ordtek are based in Hethel Engineering Centre, just south of Norwich, Norfolk.
Role Description:
This role will support Ordtek’s project operations by providing diligent assistance, both with daily office and administration duties.
The successful candidate will be a positive team player who possesses excellent interpersonal skills, problem-solving qualities, and strong administrative skills. The successful candidate will also have a high level of initiative who can work in a face paced, dynamic environment.
Key Responsibilities will include:
- Review and filing of client purchase orders, contracts and instructions, including reviewing for accuracy against quoted scope
- Movement of all enquiry folders to live projects once confirmed including all correspondence and contractual information
- Ensuring project folder transfer from sales to live stage is complete and stored within live project area
- Update and manage the project tracking long including new project entries, maintaining existing entries, invoicing through to project close out
- Manage and update live operational spreadsheets, including all operational manning schedules up to date
- Review and first sign off for time sheets and expense claims prior to management review
- Participate and minute take during operational review meetings
- Processing project specific clearances for site operatives
- Archiving completed project folders and ensuring all project related incoming and outgoing correspondence is dealt with appropriately
- Collect and all office based internal timesheets each week and review for accuracy
- Input all timesheet based information into master spreadsheet for management sign off
- Accurately prepare all invoices including timesheets and billable services ensuring in line with client proposal and instruction
- Management of personnel databases including subcontracted staff and suppliers
- Internal management of client reps
- Generating and managing contracts for subcontracted staff and suppliers
- Arranging and issuing supplier purchase orders with GDG finance and issuing personnel
- Review internal documentation on request, including proof reading and formatting documents prior to issue
- File and record externally supplied documentation and information
- Maintain reporting directory for client reports
- Coordinating marine projects as required
- Assist with compliance and ISO document management
- Support to accreditations and auditing
- Carryout out any reasonable additional duties on behalf of Ordtek as directed
- Ordering of stationary and office supplies as instructed
- Liaise with Hethel Engineering Centre as reception contact
Key responsibilities will also include:
- Front of house tasks.
- Administration support across all business functions
- Maintaining spreadsheets and trackers.
- Assisting with sales and marketing activities.
- Administration relating to OrdConnect.
Expertise required:
- Conscientious, self-motivated and proactive nature.
- Strong verbal communication and listening skills.
- Excellent demonstratable written language skills, and accurate typing.
- Exceptional organisation skills.
- High levels of accuracy and attention to detail.
- High levels of computer literacy within Microsoft office
- Ability to handle sensitive, confidential information.
- Strong time management skills and ability to prioritise workload
- Ability to work under pressure and complete tasks to tight deadlines
Education/ Qualifications:
- Experience in invoicing and credit control
- Previous experience in a commercial environment including sales, operational or contracting preferred
Additional requirements:
Candidates should also be highly organised and motivated individuals with effective communication skills, a good work ethic, and a commitment to technical excellence, personal efficiency, and career progression through Continued Professional Development. Own transport is essential due to the remote location of the office.
At GDG:
At GDG and Ordtek, we are committed to inclusion and diversity in everything we do. We take inclusion and diversity seriously. We know that getting this right is critical for us to live our organisation’s values. We are always trying to improve our way of working to be more inclusive and equal. We are an equal opportunity employer. Our vision is for GDG to be a place where people of all ethnicities feel welcomed to work.
Job Types: Full-time, Permanent
Benefits:
- Company pension
- Cycle to work scheme
- Employee discount
- Private medical insurance
- Sick pay
Schedule:
- Monday to Friday
Supplemental pay types:
- Bonus scheme
Ability to commute/relocate:
- Norwich: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Work Location: In person
Reference ID: ORD-OPA-120523
