Job Title: Administrator
Client: Global Industrial Gases Company
Contract Duration: 12 Month contract with potential to extend
Location: Tarragona, Spain
Type of Contract: Residential
Start date: March 2025
Work Schedule: 5 days a week 8am - 5pm inclusive 1 hour for lunch
JOB DESCRIPTION
- Communicates with relevant agencies to produce travel itineraries for client site reps
Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
Manages correspondence by answering emails and sorting mail
Assists in planning and arranging events, including organising catering
Handles expenses and billing cycles
Answers phone calls and transfer them as necessary
Drafts, formats, and prints relevant documents such as Minutes of Meetings
Maintains stock lists and orders office supplies as needed
Manages staff expense requests
Interacts with the Site Manager and follows up with his instructions
Creates agendas and takes meeting notes as required
Assists in purchase orders and invoicing
Maintains accurate records for employee holiday requests
Manages outgoing post and records data on special deliveries
Photocopies and files appropriate documents as needed
Attends workshops when requested
Interfaces with the client tools such as Go Completions, OpenText, SAP and others. Training to be provided on the job
Provide locals close to the project about any upcoming works and be the point of contact via email or phone for any concerns or questions.
Provide 3 Month look ahead information letter to residents drafted by the site team
Manage and update the complaints and correspondence tracker
Manage work phone and answer calls and enquires from the local residents who have access to the number
EHS Administration Support:
- Support recording of EHS forms to meet monthly KPI's
Manage and arrange contractor site induction booking requests
Collate and store contractor training certificates and competency cards
Assist EHS Manager with ordering site resources as necessary
Support drug and alcohol testing programme as instructed by EHS Manager
QA/QC Administration Support:
- Support recording of QA/QC documentation
Support receiving and issuing Notice of Inspections via email.
Office Administrator Skills and Qualifications:
Prior Office Management Experience Preferred; Strong Attention to Detail; Ability to Work Without Supervision; Excellent Time Management Skills; Exceptional Communication Skills; Technical Skills, Including Proficiency With Microsoft Office Programs; Strong Prioritisation and Organisation Skills; Ability to Handle Confidential Information; Strong Record Keeping Skills; Presentation Skills, Including Welcoming Guests to Events; Ability to Multitask;