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Administration, Customer Service & Secretarial

Project Secretary Ensure proper secretarial support is given to each project delegated by Administration Supervisor. Provide secretarial support to Project Managers where required, maintain the diary & take telephone calls. Assist Project Manager(s) with project meetings; co-ordinate, distribute agendas, take & distribute Minutes. Provide secretarial support to Project Team where required. Set up and maintain new project files for assigned projects as directed by the Administration Supervisor. Obtain and file all project hand-over & contract information. Register, distribute & file all incoming & outgoing correspondence for assigned projects. Conduct regular audits ensuring all project information is filed correctly (both electronically & hard copy) & accounted for, based on the project register. Receive, register, distribute and file Daily Progress Reports (DPRs) as per Project Manager’s instruction. Retrieve missing DPR’s daily. Type up and organise project documents. Ensure document has the correct document references and deadlines are met. Organising team mail distributions. Arrange any travel for the project team via the Travel Co-ordinator. Maintain the personnel register detailing project team travel, sick and annual leave. Preparation & upkeep of project organisation charts. Organise any social events. Carry out new project team members inductions Co-ordinate any outgoing documentation by courier, maintain register and follow up receipt. Periodic reception cover. Assist the administration team where required and perform other ad-hoc duties. Assist the Administration Supervisor with the set up of improved working methods & strive to continuously improve these. Assist Project Managers in the preparation of Close Out Reports. Complete assigned project archiving as directed by Administration Supervisor. Ensure all templates used within the department conform to the Company standard. Conduct all activities within the Integrated Management System (IMS). Ad-hoc duties as required to assist the project team. Salary: £ Location: Aberdeen Find out more

Accounts Payable Assistant Opening mail and organising invoices for processing Scanning all invoices received in the department using FileNet, this needs to be performed on a timely manner ensuring accuracy and legibility of the scan Assisting invoice processors with the linking of invoices in SAP Filing of invoices once processed to ensure easy retrieval of original invoice Other ad hoc duties as required Salary: £ Location: Aberdeen Find out more

Administrator/Invoice Clerk Awaiting Job Spec, Experience is Essential. Salary: £ Location: Aberdeen Find out more

Helpline Administrator Administration Duties Oversee payroll system ensuring swift and accurate payments to staff Maintain personnel files Carry out employee inductions as required and ensure all necessary forms are obtained from New starts Ensure all members of staff are issued with contract of employment Maintain a high level of confidentiality Oversee the invoicing process to ensure business compliance. Ensure contractual payment terms are met Support management when preparing client invoice Deal with invoice queries as required Helpline Duties Answer helpline telephone calls and emails and ensure job requests are recorded accurately Update job sheets Ensure system is kept up to date General administration support across the business Helpline - This position is now filled but please send over you CV for similar roles. Salary: £ Location: Aberdeen Find out more

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