Business Support - Aberdeen Operations
Job title:
Business Support - Aberdeen Operations
Location:
Aberdeen
Purpose statement:
To provide support to the management team and employees, assisting with day to day office requirements and general administrative activities. The role also provides a key point of contact for Total Safety customers and supports the coordination of office activities.
Reporting to:
Upstream Operations Manager and Office Manager
Responsible for:
Providing key customer contact for Total Safety, delegating and monitoring work activities of other office personnel including office juniors.
Duties And Responsibilities
Handle customer enquiries relating to products, services and offshore activities.
Create and process quotations, orders and invoices.
Maintain internal trackers and administrative records.
Liaise with suppliers and arrange goods and services.
Coordinate breathing air system requests and the mobilisation and demobilisation of equipment and personnel.
Arrange hotels and hire cars for mobilising personnel.
Coordinate training and face fit testing requirements.
Maintain the internal training matrix and arrange refresher training.
Welcome clients, visitors and training delegates to Total Safety sites.
Support the planning and mobilisation of personnel and equipment for H2S work activities.
Maintain relevant reports, records, certification and job documentation.
Arrange third-party equipment inspections and assist field personnel with queries.
Measurement criteria
Maintaining quote, invoice, hire and training trackers.
Keep training, face fit testing and offshore activity records up to date.
Ensure H2S job packs, certification and calibration records are maintained.
Arrange travel and mobilisation requirements where needed.
Take part in toolbox talks, competency assessments and QOHSE activities.
Complete required QOHSE training and safety observations.
Ensure clients and visitors receive the correct site and training information.
Qualifications and skills
Good working knowledge of Microsoft Office.
Excellent written and verbal communication skills.
Good knowledge of Total Safety products and services.
Ability to work independently and as part of a team.
Strong organisational and multitasking skills.
Knowledge of office management systems and procedures.
Physical and additonal requirements
The role may include light manual handling, assisting with tender and RFI documentation, and supporting the onboarding and training of new office based personnel when required.
