Administrative Assistant

Description:

Job Description: Purpose*

Provide administrative support to GFM Operations Manager and CoE’s e.g. arranging program meetings / workshops, writing up of actions and notes, management of data team data bases
Oversite and management of the GFM share point site
Assist the GFM Operations Manager and CoE’s in the co-ordination of monthly project progress and risk reports, compiling status and financial summaries for the program
Provides administrative support across all areas and levels of the GFM organization including the UK GFM operation
Manage and execute the bi-annual GFM customer survey.
 
Accountabilities*

·       Consolidate of quarterly and monthly KPI and PMO reports for GFM and related internal customers

·       Coordination and management of the organisation of meetings, teleconferences and workshops for diverse group in multiple locations as part of dedicated support for LT team

·       Coordinates the support for the GFM LT members to define project program, processes & procedures and continually looking for improvements to optimize management of the GFM LT

·       Assuming the responsibility for various on and offline platforms e.g. team space, SharePoint, GFM policies & procedures, maintaining organisational charts and staff information, support for the contract management of key suppliers

·       Handling of administrative matters, e.g. budgeting, invoices, reporting and purchase order in ‘Ariba’.

·       Creating functional presentations and supporting development of management communication

·       Minute meetings, prepare meeting minutes, and monitor follow-up actions and activities

·       Managing travel arrangements and expense reporting, e.g. visa application, hotel booking

·       Responsible for management and ensuring that data and documents are properly updated, maintained and filed appropriately in ‘SharePoint’

·       Support to the GFM LT in providing management information, analysis and reporting as required

·       Support UK GFM operation in terms of the following: PO Management, Compliance, Site Communications, Site Events, GFM/CBRE meeting management and/or administration.

People: a number direct reports and indirect reports

Direct reports: None
Indirect reports: NoneDescribe the team and the work environment

Internal: Direct interface with associated regional and global-based functions and key customers
External: Direct interface with suppliers and industry organisationsComplexity:

Ability to manage multiple priorities and able to adjust work tasks to accommodate effective support
Continuously improve and adjust processes to ensure they are optimised as much as possible
Ability to remain calm and focused in a challenging environment
Manage and support a remote global organisation.Essential:

·       Critical knowledge and experience working with remote and senior management teams

·       At least 2 years of administration experience within a regional and /or global function for a client or services organization in a similar role

·       Some Facility Management and Real Estate industry knowledge;

·       Good interpersonal, influencing, negotiation and good communication skills

·       Strong English language skills with other languages being an advantage

·       Excellent skills in MS Office, frequent user of Apps and other advanced IT tools, such as SharePoint and databases

·       Organisational skills and attention to detail, taking ownership; demonstrating accuracy and awareness of goals and standards; follows through to ensure high standards are met.

·       Excellent interpersonal and communication skills

·       Skills and integrity in handling and managing financial transactions and reporting, including expense reporting and processing

·       Must have a ‘can do’ and proactive attitude

Critical technical, professional and personal capabilities:

·       Ability to manage multiple tasks and multiple deadlines simultaneously

·       Ability to work under pressure

·       Ability to work effectively in a large corporation

·       Flexible and able to learn and quickly apply new skills

·       Ability to be discrete with confidential information

·       Able to work on own initiative

·       Effectively work as a team player

·       Customer service skills.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients