Site & Outage administrator

This hybrid role supports both site-based and office-based outages operations, combining administrative coordination, project support, and tender assistance. This role contributes a key position in ensuring the smooth delivery of outages and shutdowns, while also contributing to the preparation and coordination of tenders and contract deliverables. The role requires strong organizational skills, attention to detail, and the ability to manage competing priorities across multiple stakeholders.

What Will You Do?

- Assist in the preparation of tender documentation, including collation of compliance records, formatting, and submission coordination.

- Track and manage tender timelines, deliverables, and submission requirements.

- Liaise with internal stakeholders to gather required inputs for tenders (e.g. pricing, scope, compliance).

- Maintain a register of tender submissions and outcomes.

- Support post-tender activities including contract onboarding and documentation.

- Assist with managing project resources and schedules, during on and off season.

- Format and style-guide project documents and tender submissions.

- Provide leadership and support to the site administration teams.

- Training and development of direct reports, including ensuring a continuous improvement approach to all processes is implemented.

- Establishing appropriate systems and procedures required to ensure that site administration functions run smoothly and as efficiently as possible.

- Providing accurate, timely and high-level administrative support to the wider site team – outside of outages.

- Oversee in assisting HR with the onboarding of new personnel, contracts issued correctly in accordance with resource listings.

- Oversee mobilisation and demobilisation of personnel for outages and shutdowns.

- Book and manage white collar travel, accommodation, and logistics for outages teams.

- Conduct site access documentation reviews and coordinate onboarding schedules.

- Support broader project controls activities.

Your Physical Work Environment Will Require…

Documentation
Responsible for all project documentation relating to execution, project control, AX budget and onboarding of outages crews.
Ensure customer portals updated,
Site progress reports processing and control, including identification for further services advances.

Reporting
Create and present weekly time sheet reports during outages execution for approval.
Align with daily reports on outages execution ensuring all reports complete, submitted to all stakeholders and project filing up to date.

Customer Relations
Develop customer relationships on and off site, working with customers during execution. Maintaining professional conduct at all times.

Compliance
Take the appropriate actions to meet the business budget expectations, aligned to business strategies
Drive Targets hard within the AFM outages department

Your Experience Should Be...

- Excellent communication skills (written and verbal): must be able to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy with a high level of cultural sensitivity

- Ability to interpret financial data, project pricing, margins, exchange rates

- Minimum of 3 years experience working on ERP system (preferably Microsoft AX, CRM) and others

- Minimum of 3 years experience working in construction, field services and outages, preferably rotating equipment

- Understanding of project workflows, outage logistics and planning processes

- Ability to handle multiple priorities simultaneously in a fast-paced environment, set priorities, and work both independently and in a team environment

- Ability to work under pressure while keeping a positive and result- driven attitude

- Ability to utilize scheduling and planning tools effectively for field and planning activities

- High level of attention to detail and ability to maintain high level of accuracy

- High level of PC literacy, especially MS Excel, Outlook, Internet Explorer

Desirable skills, knowledge & behaviours

- Understanding of rotary equipment, air heaters and fans

- Project Management & Business Administration

- Ability to understand schedules – P6 or equivalent

- Dealing with demanding customers and demanding priorities

- Construction white card

- Valid Driver’s licence

- Workplace confidentiality

Identify opportunities to enhance effectiveness, streamline activities and procedures, overcome obstacles and to utilise resources more effectively

Chart Industries, Inc. is a leading independent global manufacturer of highly engineered equipment servicing multiple applications in the Energy and Industrial Gas markets. Our unique product portfolio is used in every phase of the liquid gas supply chain, including upfront engineering, service and repair.

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