All other duties associated with this role

IN DETAIL FOR SITE PURPOSES

Travel

• Timely booking of flights & Hotel.
• Maintain site flight register and administrate
• Maintain and update staff rotation tracker

Vehicle

• Maintain Vehicle register
• Driving Applications / Licenses
• Car Hire Request
• Car Fine

Accommodation

• Handle all site staff queries in relation to their apartments in UK through the UK accommodation supervisor.

Timesheets

• Ensure all timesheets for the assigned site are accurately & efficiently updated and are issued on time for input into SAP.
• Review and ensure all timesheets for direct employees and staff are accurate and balanced with the available information
• Collect Sub-contractor hours and upload details of time and manpower on the File key for monthly upload on SAP
• Submit Regional Stats to Manager at the end of each month
• Generate End of Month Sub-Contractor Report and upload details of each contractor to SAP.

Staff Allowance

• Maintain and track site personnel movements for Subsistence.
• Keep accurate Subsistence report for submittal to payroll.

Expenses

• Request from employees
• Monitor
• Submit for approval
• Process and upload to SAP for payment

Administrator Responsibilities

• Passport – collect, maintain and file on the File key. Information is private and not to be disclosed.
• A1 forms – collect, maintain and file on the File key. Information is private and not to be disclosed.
• UK Registration – collect, maintain and file on the File key. Information is private and not to be disclosed.
• EHIC card details – collect, maintain and file on the File key. Information is private and not to be disclosed.
• Safe pass/CSCS cards – collect, maintain and file on the File key. Information is private and not to be disclosed.

Staff Information

• Maintain and update the site staff’s information in the following registers;
  • INSURANCE – submitted monthly
  • LIVE REGISTER – Submitted weekly
  • COST ALLOCATIONS – Submitted monthly

Site Office Supplies

• Maintain Stationary Supplies
• Maintain Asset register.

Coffee / Tea Supplies

• Meeting Rooms
  • Ensure meeting rooms are kept in a tidy appearance and supplied with minute notepads and pens.
  • Ensure coffee machine is cleaned and stocked.
  • Arrange catering if/when requested.
  • Take minutes of meetings, if/when requested.

Head Office Contact

• You are the direct contact between head office and site staff.
• Handle any / all queries of site staff to head office and forward replies to site staff.

Administrator Responsibilities - General

• Administration and Office Duties including typing, printing, mail, queries.
• All other queries/duties requested which are associated with an administrative role
• Support other UK based site admins when required (Holiday/sick cover).
• Support Site Project Manager as required
• Document Control - Assist the document controller if requested.
• Developing and help maintain filing systems.
• Accurate filling of delivery dockets and documentation on site.
• Assist/help if required with the generating/maintaining/filing and tracking of O&M Manuals.
• Review and report on the File Key structure ensuring the general instructions are followed by all.

Essential Criteria For The Role

• Strong Administration with minimum 2 years’ experience
• PC literate with competency in Microsoft Word, Excel, Outlook
• Ability to liaise and manage all site paperwork
• Experience in the construction or engineering industry advantage but not essential
• SAP experience advantage but not essential as full training will be given
• Excellent telephone manner
• Attention to detail
• Ability to multitask and work under pressure
• Strong interpersonal and organizational skills
• Pride in the quality and presentation of work
• Excellent communication skills

Mercury is an equal opportunities employer.

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