Senior Admin Coordinator

SENIOR ADMIN COORDINATOR

Our client, an Oil and Gas Operator in Aberdeen is seeking an experienced Senior Admin Coordinator. This is a Core PAYE contract role initially until 30 November 2025 with extensions.

CONTEXT:

Provision of administration and secretarial support to all members of the Director and team.

The job holder will undertake a wide variety of work within the department and will be expected to gain knowledge and understanding of the activities of the team/department in order to provide a comprehensive and efficient resource.

Provide an efficient and confidential secretarial service to the Director, including diary management, email screening and preparation of reading material and supporting the wider team.

Co-ordinate weekly report compilation.

Co-ordinate monthly Performance Management Meetings and compile presentation slides.

Assist with the maintenance of JV Representative Committee Lists and upload to PaWS as required.

Ensure Committee Meeting paperwork is uploaded to DOC UK and cross-referenced on Committee Meeting schedule for audit purposes.

Responsible for subscriptions and ensure these are kept up to date (annually).

Raise financial documentation (Requisitions) using SAP system for and SHEI&S, including stationery supplies/business cards and offshore protective clothing, as required.

Organise meetings, including booking of conference rooms or telephone conference facilities, IT equipment and co-coordinating catering requirements (internally and externally).

Process expense claims, mission orders, training and IT requirement forms in an accurate and timely manner.

Make travel and hotel arrangements using the CWT online booking system, as appropriate.

Run timewriting reports to assist with any outstanding timesheets to be processed/approved on Company timesheet system (SAP).

Update intranet pages as required.

PaWS (Partner Access Website) system - issue/reset passwords and create new users (Partners & internal colleagues) and undertake review of PaWS (bi-annually) as a cover for Technical Author.

Input GMS (Gas Management System) daily/monthly figures using Filezilla, GMS and Heron (Excel) Reports as cover for ComOps Analyst.

Assist in all other relevant secretarial duties as required.

SPECIFIC REQUIREMENTS:

Qualified as a minimum to Ordinary/Standard Grade or Higher Standard and should ideally hold a recognised qualification in Secretarial Studies or another appropriate discipline.

Ideally possess substantial administrative experience, preferably within the oil and gas industry or a similar environment.

Good written and oral communication, interpersonal skills are required along with a good common-sense approach.

Excellent prioritisation, time management and organisational skills.

Numerical accuracy essential.

Ability to work to short deadlines, maintaining accuracy.

Strong keyboard/typing skills are essential, and the job holder is required to have competency in most standard office computer applications i.e. word processing, spreadsheets, graphics packages.

Understanding of applicable corporate procedures and processes.