Performing of administrative work focused on a proper, accurate and timely processing of hours worked / work record sheets, project reporting, safety records alongside a proper, accurate and timely processing of daily operational support for the project management team.
General administrative support for the site organisation and point of contact for administrative matters for HQ.
Key tasks & responsibilities
Actively collecting, controlling and processing of project related information like time sheets and equipment hours. Actively processing of collected information in project specific reporting styles (mostly in MS-
Excel) and as baseline information for invoices, progress reports and expense claims. Submitting and communicating reports to clients, suppliers, etc.
General Administrative site support for Project Manager and Site Manager when and where needed with a focus on invoices in / out, control, correspondence, mail, telephone (reception), etc.
Managing of project and site specific documentation like access permission forms, equipment maintenance records, safety registration etc
Answering questions / guidance regarding invoices and hours worked record sheets from external and internal parties.
Striving for continuous improvement towards own performance.
Being an ambassador of Sarens towards (future) clients, suppliers, other third parties and internally.
Result areas and associated core activities & output
Hours worked / work records
Responsible for correct, reliable, complete and timeous processing of work record sheets of Sarens personnel by checking and entering these in the automated system or checking the correct processing of work record sheets done by others (e.
g. Administration in India), according to Sarens procedure.
Pointing out deviations and taking pro-actively and corrective measures as per Project managers instructions.
Guiding and answering questions of personnel on (the processing of) hours worked / expenses claims / how to fill in the work record sheet etc.
Invoicing (debtors and / or creditors)
support for correct, reliable, complete and timeous processing of progress reportss / (internal) clients / customers / ;
ensuring all appropriate information (i.e. equipment, labour, hire contract, Work Records Sheet) and updates have been accounted for in conjunction with the Sales and / or Operations / Projects / Administrative department to ensure accuracy of progress reports, according to Sarens procedure.
Management reporting & Information supply
Assisting in drafting periodic reports / information with main focus on progress reports,hours worked administration of the projects in Tarragona, Exxon site and marshalling yard where necessary, of affiliated.
Project related information an reporting supply
Administrative Assistant in Operations : taking care of the necessary work permits / documents needed (on site) for the activities that have to be carried out.
Supporting and assisting the different sites of the project in other administrative tasks (see above).
Archiving and filing of all relevant documents and forms.
Maintaining contact with both internal and external parties, such as customers / clients, , suppliers, etc. with regard to administrative matters.
Attending to meetings of own department and attending other meetings in a contributing manner when and where needed.
Answering questions from internal and external parties on hours worked, , invoices, reporting, practical arrangements for entering personnel ,etc.
Initiate continuous improvement initiatives for own performance in consultat
Secondary school or Vocational education preferably in Business Administration.
Knowledge / Skills
Basic understanding and knowledge of business administration.
Good understanding of figures.
Good communication skills in speaking and writing; Knowledge of relevant legislation and instructions.
Knowledge of Sarens Safety, Health, Quality and Environmental regulations and procedures.
good understanding of the English language (spoken and written).
Knowledge of current and accepted computerised (ERP / Microsoft) packages (in particular MS-excel) also of accounting systems.
Minimum 2 year experience in a financial-administrative department, preferably in an industrial / technical environment.
Experience on construction sites is an extra advantage.
an attractive salary in an international environment