Req Id: 16572
Job Family: Reporting & Support
Location: Monaco, MC
Our Vision.
SBM Offshore believes the oceans will provide the world with safe, sustainable and affordable energy for generations to come. We share our experience to make it happen.
Our Profile.
We design, build, install and operate offshore floating facilities for the offshore energy industry. As a leading technology provider, we put our marine expertise at the service of a responsible energy transition by reducing emissions from fossil fuel production, while developing cleaner solutions for renewable energy sources. More than 7,000 SBMers worldwide are committed to sharing their experience to deliver safe, sustainable and affordable energy from the oceans for generations to come. Together, we are driving progress forward in a TRUE. BLUE. TRANSITION.
RESPONSABILITIES AND MAIN TASKS
The Administrative Assistant provides daily support to the Team of up to 150 persons, multiple supervisors and external parties working on the Project. He/she is the key interface between different teams; he/she ensures an efficient and reliable organization and structure of the ongoing activities.
In order to coordinate the activities organization and get reliable information you are to:
Organize and coordinate logistics for monthly and weekly team workshops held in different company locations. Support management and teamers on accommodation, flights booking, airports transfers with the help of existing suppliers and respecting company policy. Whenever applicable, coordinate the internal documentation queries (Letters of Invitation, Visa Request, Sharepoint and Teams Queries, access requests). Facilitate document signature and timely approval to ensure a reliable follow-up. Ensure timely payments to subcontractors/suppliers: create Purchase Orders as required until final issuance in order to accelerate the validation process and, when completed, take care of archiving to ensure easy follow-up; Manage the resources accesses through IT interface by raising tickets and follow-up all issues (badge, IT tools, network, …) so that they can work quickly and efficiently. Follow up new team joiners and team leavers to ensure the teams lists up to date.
In order to properly support the team, you are to:
Assist the team with general administrative tasks and help with day-to-day admin issues to allow team members to focus on financial/technical issues. Organise and schedule meetings and team-building sessions to ensure that reservations are made on time (booking meeting rooms) and are adapted to the participants (location and size); Check expense reports and invoices to save time for the approvers and check that the correct people are in the workflow before submitting to management for final validation; Manage the full process of travel requests from the Team, team members in booking transfers, finding and booking the best itineraries at most competitive prices with the correct workflow and liaise with Travel department to advise in case of need. Make visa requests for travellers to facilitate their business trips. Coordinate logistics, including move requests (liaising with Office Services). Liaise with other departments and services in order to maximize efficiency in all domains. Act as the focal point between SBM and the Client, representing SBM's image outside the company. Coordinate correspondence (internal and external parties) to make a proper distribution, filing, record and follow-up. Correspondence with Client being sensitive, a high level of confidentiality shall be respected. JOB REQUIREMENTS Background:
Office Administration/ Administrative Support/ Business Administration
Experience:
At least 3 years relevant experience in a similar position.
Behaviours & inter-personal skills – Key points Excellent time management. Ability to adapt to changing work environments and work priorities. Ability to work under pressure while maintaining high-quality performance and positive attitude. Capacity to share complete and accurate information. High-level confidentiality. Compliance with company policies and procedures. Appropriate personal appearance. Excellent verbal and written communication skills. Excellent English speaking, writing and editing skills. Good computer proficiency (MS Office – Outlook, Word, Excel, PowerPoint, Visio). Teamwork. Experience in Oil & Gas industry would be a plus. GENERAL INFORMATION
SBM Offshore N.V. is a listed holding company that is headquartered in Amsterdam. It holds direct and indirect interests in other companies that collectively with SBM Offshore N.V. form the SBM Offshore Group ("the Company"). For further information, please visit our website at www.sbmoffshore.com. The companies in which SBM Offshore N.V., directly and indirectly, owns investments are separate entities.
SBM Offshore is proud to be an Equal Employment Opportunity and Affirmative Action employer. SBM Offshore does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
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