Administrative Coordinator

2 weeks ago

Perth, Western Australia beBeeProject Full time $70,000 - $95,000
Job Description:

The Oil & Gas industry is constantly evolving, with new projects emerging every year. This role involves ensuring relevant contracts and jobs are set up fully in required electronic systems, accurate and efficient daily data entry of Labour hours, Equipment data using in-house systems as well as Client Systems, and coordinating client timesheet submission, seeking approval of timesheets.

Key Responsibilities:
  • Set up relevant contracts and jobs in electronic systems.
  • Accurate and efficient daily data entry of Labour hours, Equipment data using in-house systems as well as Client Systems.
  • Coordinate client timesheet submission and seek approval of timesheets.
  • Monitor and liaise with Project Managers to ensure invoicing meets monthly deadlines.
  • Run project costs reports prior to preparation of final invoices.
  • Review and submit invoices, submit Project Progress Claims as required.
  • Raise purchase orders as required and undertake end of month reconciliations.
  • Assist workforce planning with ticketing and distribution of travel itineraries.
  • Place material and consumable orders to assist workshop during high activity periods.
  • Assist with payroll entry as required.
  • Preparation of monthly KPI reports as required per the contract, Prepare Reports on daily, weekly basis as require for the projects.
  • Preparation and maintenance of performance dashboards for key metrics including man hours and HSE performance.
  • Maintain document register for key project and/or client specific documents, establish document management protocols for effective tracking and storage of project documents.
  • End of Month Duties to meet financial deadlines such as but not limited to WIPS, Accruals, Open PO reviews, GL Reviews etc.
Required Skills and Qualifications:
  • Minimum 2 years' experience working within an office/administrative environment.
  • High degree of experience with Microsoft Excel, High level of data entry skill.
  • Experience working in the Construction/Mining/Oil & Gas industry would be advantageous but not essential.
  • Experience liaising with internal and external customers.
  • Strong attention to detail, Ability to work in high volume / fast-paced environment and Multitasking.
  • Ability to maintain confidentiality.
  • Confidence to offer system improvements / suggestions.
  • Strong organisational skills with the ability to prioritise workload to meet deadlines.
  • Experience of office / administration processes with the ability to learn and improve procedures.
  • Ability to communicate effectively and influence others.
  • High level of analytical and computing skills.
What We Offer:

We are committed to principles of diversity and inclusion, offering a great work-life balance, sociable, fun and collaborative working environment. Opportunities to upskill and further progress your career with training and development available, including those specific to the industry and sector.

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