Operations Coordinator Aberdeen, Scotland
Job description
THREE60 Energy provide all round asset life cycle support to the energy industry. At THREE60 you will find technically and commercially exciting work in a dynamic environment, where you can achieve your potential and ambitions. You will be part of an entrepreneurial team that shares and learns openly to achieve a common set of goals.
Job Title: Operations Coordinator
Job Purpose
The scope of the role will mainly be responsible for ensuring successful mobilisation of offshore personnel and coordination of all activities associated with mobilisation of these personnel across operations projects.
This role will work closely with HR and Commercial teams in support of effective delivery of a range of projects across the Operations service line.
Provide professional and comprehensive administrative support to the functions and input to payroll process. Provide a service driven culture, assisting with queries, scheduling tasks and daily operational projects support.
Key Responsibilities & Accountabilities
Key Responsibilities & Accountabilities
Personnel Movements
1. Ensure core crew personnel are mobilised offshore and adhoc resource requirements are sourced and mobilised
2. Coordinate with various departments/clients to gather necessary information for mobilisation, including check-ins, travel arrangements and accommodation
3. Communicate effectively with relevant teams to provide timely updates on offshore personnel mobilisation status and resolve any issues or concerns
4. Book seats on flights using the client personnel mobilisation system for personnel mobilising to site/assets
Payroll
1. Provide support to the Commercial team assisting with weekly/monthly time writing process and input to the monthly payroll in accordance with required time schedules
2. Support validation of additional claims (i.e. overtime) against individual/contract specific terms
3. Check and process personnel expenses
Training
1. Arrange new and refresher training courses to ensure personnel remain compliant with valid training certification
2. Assist with maintenance of project training matrices across Training Management Systems
3. Update personnel records and associated systems with certification
4. Distribute course joining instructions to ensure that training courses are communicated to the relevant individuals, informing them of any changes or important details
5. Arrange travel and accommodation to support training requests, as appropriate
6. Monitor the Training Management System (TMS) and liaise with training provider/s to ensure accuracy of records
Systems
1. Maintain company systems to a high standard (i.e. TMS, Onboard Tracker and recruitment)
2. Work with Vantage POB system, monitor personnel movements and ensure offshore training certification is updated in preparation for offshore rotations
3. Ensure the personnel tracking systems are well maintained and updated with accurate personnel rotas for new starts and archive records for leavers
4. Creation of sites with links to clients/job codes with relevant positions to aid personnel tracking and work assignments
5. Record training days, additional days and any overtime/delays on the tracker
Recruitment
1. Provide support with recruitment activities to ensure the operations projects are adequately resourced
2. Assist with management of internal and external job adverts, helping move potential candidates through the recruitment process
Personnel Protective Equipment
1. Order and arrange delivery of Personnel Protective Equipment (PPE), including prescription safety glasses, for offshore and onshore UK personnel
2. Maintain records of orders for efficient stock control
Other Duties
1. Participate in the on-call duty rota to support personnel medical evacuations from offshore locations
2. Act as point of contact for operations projects offshore personnel
3. Produce and maintain professional resumes of personnel for input to tenders and client requests
4. Assist with booking travel and accommodation for personnel
5. Participate in operations (and functional) continuous improvement projects and put forward suggestions for any improvement opportunity that may aid efficiency or productivity of teams
6. Build strong professional working relationships with internal teams and client teams
7. Administrative duties as deemed appropriate to fulfil the role
8. To work in accordance with the General Data Protection Regulations (GDPR) and maintain strict security in respect of personal information
9. Ensure that all work is carried out safely in compliance with Health, Safety and Environmental (HSE) policies and procedures
10. Assist HR with the induction of new personnel, as required
11. Provide cover for HR Administrative Assistant whilst on annual leave (or absent)
The above is an outline to key duties and accountabilities, rather than an exclusive or exhaustive list of responsibilities. The post holder is expected to undertake any tasks which may reasonably be expected within the scope of the position.
Job Types: Full-time, Permanent
Benefits:
- Canteen
- Company pension
- Life insurance
- On-site gym
- Private medical insurance
Schedule:
- Monday to Friday
Work Location: In person
