Marine Installation Administrative Assistant
OVERALL PURPOSE OF ROLE:The person will be part of Energy Projects business unit joining the Marine Installation team.
During the experience the intern will focus his/her work on the office activities for the Submarine Installation Department.
After a first moment where are introduced the company business and the aim of the position, the candidate is expected to carry out all the document management activities while also contributing to the development of tools for the simplification and reorganization of the installation personnel management. KEY DUTIES & RESPONSIBILITIESBackoffice SupportKeep Track of offshore personnel movements, mainly travel plans and manning planning according to projects, to be kept updated in agreement with management, for both Italy and UK personnel. Supporting Marine Operations department and HR to correctly plan documentation when working abroad, keep updated departure list of people to properly track movements within countries. VISAs maintenance and review, supporting personnel planning for interviews and VISA obtainingTeam Certification documents maintenance (medical & HSE certs, technical certs)Team utilization days maintenance and reviewSupport the department to maintain the engineering documentation databaseSupport the department in the management of Project Costs as:Checks on invoices of offshore activities, from their tracking to the approval processSupport Installation interface with Finance Dept for cost controlling as above pointBe first point of contact for invoices receiving from local suppliers as Agency fees and Chartered Vessels; check and correctly allocate costs to the Project cost codesThe duties contained in this job description are not exhaustive and the job holder may be asked by management to undertake reasonable duties associated with this functionQUALIFICATIONS & EXPERIENCEMinimum Qualifications:Degree in Management OR Accounting Diploma preferred. Back-office skills mandatoryFull proficiency in both written and spoken English, other languages as a plusHigh knowledge of Microsoft Office, MS Project, Location: Italy, MilanYour application data will be treated according to our Data Protection Policy.
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