Office Administrator

DESCRIPTION:

• The Commercial Site Administrator manages typical finance administrative tasks on a construction site and reports functionally to the Commercial Site Management and disciplinary to the Operations Manager in the back-office.
• Supporting the Commercial Site Manager & Senior Admins to ensure financial and commercial processes on site are properly adhered to, the Commercial Site Administrator will be part of the site team to assist with the day-to-day finance topics including forecasting, quality assurance of costs on site, purchase ordering, processing, and checking invoices from suppliers and reporting of costs.

AREAS OF RESPONSIBILITY:

• Procurement:

Support the Purchase Order (PO) process by raising PO requisitions, sending POs to suppliers, and ensuring adherence to all purchasing processes.

Execute the Short Order process on-site, including raising, filing, and monitoring all short orders.

Validate supplier invoicing and ensure correct posting against POs, acting as a contact person for suppliers regarding invoices and payments.

• Cost Controlling:

Assist the Commercial Site Manager with input on site purchases to enhance cost controlling and forecast accuracy.

• Asset Management:

Ensure site inventory is established and monitored, including setting up and maintaining an assets log and performing regular inventory checks.

• Commercial Documentation:

Track, monitor, and log site inventories, purchases, assets, and equipment.

Provide support for ad hoc administrative tasks, including attending meetings and drafting minutes/notes as needed.

• Event Documentation and Communication:

Maintain responsibility for documenting events and communicating these to the Commercial team, ensuring they are informed of any issues that impact the project financially.

• Coordination with Construction Administrators:

Collaborate with Construction Administrators to ensure alignment with project operations and goals.

COMPETENCIES:

• Business Administration and Finance - Purchase Ordering, Invoices, cost controlling and analysis.
• Advanced communication skills in multicultural environments.
• English language proficiency.
• Advanced IT Skills - MS Outlook, Office 365 (Excel, Word, OneDrive).
• Team player.
• Self-motivated and trustworthy.
• Quality Oriented
• SAP
• Knowledge and interest in industry - wind turbine industry, construction projects.
• Safety awareness
• Analysis/statistics
• OSHA10 or Equivalent

REQUIRED QUALIFICATION, EXPERIENCE AND SKILLS

• Proven experience as office / business administrator, assistant or relevant role.
• Qualifications in Finance and Business Administration studies will be an advantage.
• Familiarity with office management procedures and preferably within the Offshore Wind Industry.
• Living and working experience in an intercultural environment