Site Administration Specialist

3 days ago

Western Downs Regional, Australia Vestas Full time
About the Role

We are seeking a highly skilled and experienced Site Administration Specialist to join our team at Vestas. As a key member of our operations team, you will be responsible for providing administrative support to our site-based employees and stakeholders.

Key Responsibilities
  • Administrative Support: Provide administrative support to site-based employees, including preparing outgoing mail and freight, recording information of incoming stock items, and maintaining accurate records.
  • Purchase Order Management: Raise, maintain, and reconcile site-based purchase orders, as well as maintain a purchase order register.
  • Expense Reconciliation: Reconcile expenses, including corporate credit cards, and maintain a corporate card expense register.
  • Training and Development: Organize annual training for Vestas site-based employees.
  • Compliance and Risk Management: Support site manager, QSE professional, and QSE administrator to ensure all compliance requirements are met, including WHSMP and ERP.
  • Emergency Equipment and Supplies: Arrange for emergency equipment and supplies, including first aid kits, emergency response team PPE, and radios.
  • Vendor Management: Raise, maintain, and reconcile vendor requirements for sites, as well as site-based purchase orders for non-conformance reports.
  • KPI Compliance: Ensure tasks are completed to required levels for KPI compliance.
  • Office Supplies and Equipment: Purchase and maintain office supplies and equipment for Vestas site offices.
  • Employee Time Management: Accurately maintain and reconcile working hours of all wind farm employees, including subcontractors and clients, and calculate Time in Lieu.
  • Installation Consumables and Tooling: Order installation consumables and tooling.
  • PPE and Travel Arrangements: Arrange for PPE orders for site-based employees and visitors, as well as travel, accommodation, and vehicle arrangements.
  • Reporting and Stakeholder Support: Assist site and stakeholders with reporting requirements.
Requirements
  • Experience: Minimum 5 years providing proactive and professional administrative and management support at senior level.
  • Project Management: Experience in project management and a high level of organizational and planning skills.
Competencies
  • Technical Skills: Advanced MS Office, particularly Word, Excel, Outlook, and PowerPoint.
  • ERP Systems: SAP knowledge (desirable but not essential) or knowledge of similar ERP systems.
  • Confidentiality: Ability to establish and maintain an extremely high level of confidentiality.
  • Relationship Building: Internal and external customer and supplier relationship building skills.
  • Objectivity: Ability to keep relationships at a professional level to ensure objectivity in supporting the ANZ.
About Vestas

Vestas is the energy industry's global partner on sustainable energy solutions. We specialize in designing, manufacturing, installing, and servicing wind turbines, both onshore and offshore. Across the globe, we have installed more wind power than our competitors in the renewable energy arena. We consider ourselves forerunners within the industry, as Vestas continuously aims to design new solutions and technologies to create a more sustainable future for all of us.

With more than 173 GW of wind power installed worldwide and 40+ years of experience in wind energy, Vestas has an unmatched history demonstrating our expertise within the field. With 29,000 employees globally, Vestas is a diverse team united by a common goal: to power the solution – today, tomorrow, and far into the future.

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