About the job
Join us as an Engineering Team Assistant where your primary role will be to provide exceptional administrative support to our engineering team.
Key Responsibilities:
Safety, Health, and Environment
- Ensure adherence to all health and safety protocols.
- Foster an environment of good housekeeping for compliance.
- Encourage a culture where team members can achieve their goals within a risk-managed framework.
Performance Delivery
Administration:
- Manage the calendars of team members, ensuring smooth scheduling.
- Document minutes during meetings and assist in presentations as needed.
- Maintain and organize diaries, and schedule appointments efficiently.
- Procure stationery and other necessary supplies.
- Coordinate meeting room bookings, catering, and required equipment.
- Process and reconcile general and travel expenses in accordance with company policy.
- Maintain records of invoices submitted for payment.
- Support overall administrative functions as required.
- Assist team members with time management activities.
- Generate monthly reports for relevant stakeholders.
- Manage SAP order execution.
Document Control:
- Handle all documentation in compliance with company policies and document control standards within designated timelines.
- Prepare and provide necessary documents, reports, and presentations for departmental needs.
- Support team members in utilizing updated company templates and guidelines for documentation.
- Conduct background research for required documents for inquiries and present findings to the team.
- Disseminate relevant documents to internal and external stakeholders as needed.
- Ensure proper filing of documents to facilitate compliance and future accessibility.
Logistical Arrangements:
- Coordinate travel arrangements, including visas and accommodation, for the department following company policies.
- Organize visits from consultants and service providers for the P&O management team according to established protocols.
Assistance:
- Provide assistance within your expertise as needed, adhering to company policies, especially during the absence of the primary responsible person.
This position is situated in the Technical & Strategy (T&S) department at a band A4 level, reporting directly to the Head of Engineering.