Assistant I - Expediting

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs; planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE: ASSITANT I - EXPEDITING

KEY RESPONSIBILITIES:

• Perform administrative and office support activities for the expediting team to ensure an effective day-to-day operation of the office. Responsibilities include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, verification of suppliers invoices, accurate and regular data entry and any other project specific activities assigned by the Expediting Manager.
• Comply with HSSE policy and procedures and legislation performance of the duties.
• Provide clerical service including fielding and directing phone calls, greeting, and assisting
• suppliers visits and responding to internal and external requests with the accurate information.
• Provide administrative support to maintain office operations in an effective and accurate manner including office filing, correspondences and reports typing, presentations and spreadsheets preparation.
• Plan, organize and maintain managers emails, calendars and schedules including creating and responding to meeting requests.
• Coordinate between departments and operating units to resolve day-to-day administrative and operational problems.
• Prepare and maintain minutes of meetings, internal memos, meeting notes and internal support material.
• Assist Project Expediting Team during Supplier Kick-off Meeting including Conference Room
• Booking, Functioning of Computer & Projector in the conference Room etc. Assist Expediting
• Team in any other specific requirements during Kick-off Meetings.
• Assist Project Expediting Team in suppliers documents follow-up. Extract various reports from
• Petrocept, PPCS and Vision 2000. Coordinate with document controller to ensure timely turn- around of documents to and from suppliers. In case of any issues, get the same resolved with the help of the expediting engineer.
• Update Progress Report in PPCS - Expediting Module related to Engineering, Sub-Order, Manufacturing, Inspection and Shipping Release for each Purchase Order. Ensure the data
• entry is done regularly and accurately to reflect the latest status of Purchase Orders for review by Project Expediting Team.
• Upon receipt of Shipping Documents, verify the same with reference to the PO quantities and
• Inspection Release Note (IRN) quantities. Assist the expediting team in finalizing the Shipping Documents in line with project specific requirements and in releasing of Shipping Release Note (SRN).
• Maintain expediting records in E-folder for each Purchase Order on server or Hard copy as required.
• Validate travel expense reports against supporting documents and coordinate with accounts and
• project management for the approval and process of the claim.
• Any other project specific activities as assigned by Expediting Manager as and when required.

ESSENTIAL QUALIFICATIONS AND SKILLS:

• B ac h e l or i n Sc i e n ce o r C om m e r ce o r A r t s w i t h 2 t o 3 y e a r s r e l e v a n t e x p e r i e n ce p r e f erab l y i n E P C - O i l & G as i n d u s tr y or i n t he co n s t r u c t i on i n d us t r y .

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