Administrator

Duties

• and Responsibilities:
• Project Support - Shared services, develop/project set up per Project Manager request
• Monitor the Project support ticketing to ensure Project Managers (PMs) requests are adhered in line with company policy and documents provided by PMs
• Maintain up-to-date project schedules, ensuring that deadlines and milestones are met
• Ensure invoices for completed projects are issued as soon as the projects are completed
• Facilitate Project Closure activities, including final financial reconciliation and documentation
• Receiving, verifying, and processing supplier invoices in NetSuite and for payment
• Reconciling vendor statements and resolving any discrepancies or issues with invoices or payments
• Intercompany purchase order and invoice processing
• Maintaining and record keeping of project deliverables and provides supporting to finance department for invoicing.
• Project monthly status report for MWS projects
• Client projects documents – receiving, downloading, updating M-Files, logs, monitoring.
• Maintain accurate filing systems and backups for all issued proposals, pre-qual material and other relevant documents to ensure easy retrieval and compliance with our record-keeping procedures.
• Finance dept. support in terms of creating new projects, updating PO’s & proposal copies to NetSuite.
• Provides administration support to all staff including logistics of the GM technical staff for project related travels.
• Ad hoc support duties that may arise to support the Team
• Assists in project mobilisation including visa, passes, trainings, medical documents etc.
• Assist with insurance reimbursements/claims.
• Provide support for general office duties and handle responsibilities as needed.
• Monthly ESG report for HSEQ
• In charge of arranging the safety office equipment for calibration (fire extinguishers, gas detector and life jacket). First aid kit updating.
• Updating the Customer Feedback, HSE Observation, fire drill in NetSuite.
• Specific Skills, Knowledge and Experience required
• Bachelor degree, and/or relevant work experience
• Proficiency in document management systems
• Excellent organizational skills, attention to detail
• Ability to manage multiple projects and prioritise simultaneously
• Strong communicationskills
• Financial Acumen
• Good system and software knowledge (ERP, NetSuite or similar)