Administrative Assistant

OEG Energy Group; Portsmouth; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

OEG Energy Group is seeking an Administrative Assistant to support the sourcing, onboarding and management of offshore contractor personnel. The role works closely with the Personnel Team, Project Managers and the Senior Recruitment Lead to ensure accurate records and timely engagement of subcontractors.

The successful candidate will handle first-line recruitment queries, maintain contractor databases, and support tender activities while adhering to OEG's QHSE standards and processes.

Qualifications

• Minimum of one year's experience in an administrative or coordination role.
• Proficient in IT, with strong skills in Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Act as the first point of contact for all contractor vacancy opportunities, administering and responding to recruitment queries.
• Manage the onboarding of new contractors, verifying that all certifications are current and complete.
• Administer and maintain contractor databases.
• Support tenders, contracts, and variation orders for active contractors.
• Administer IR35 determinations for all applicable contractors.
• Undertake any other duties reasonably within the scope and capability of the role.

Skills

Clear communication

Phone etiquette

Interpersonal skills

Organisational skills

Attention to detail

Problem solving

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

OEG Job Advert - Administrative Assistant

Company Overview

OEG is a leading energy solutions business, providing mission-critical infrastructure assets and services to the global offshore energy industry. Through our specialist divisions - topside, marine, subsea, logistics and industrials, we are a pivotal link in the global offshore energy project chain, ensuring our customers' projects are delivered safely, reliably and efficiently.

Core Purpose

• To support the sourcing, interviewing and onboarding of offshore personnel while working closely with the Personnel Team, Project Managers, and the Senior Recruitment/Personnel Lead.

• To enable effective workforce planning by maintaining accurate personnel records and ensuring the selection and engagement of suitable subcontractor candidates.

Key Responsibilities and Accountabilities

• Act as the first point of contact for all contractor vacancy opportunities, administering and responding to recruitment queries.

• Manage the onboarding of new contractors, verifying that all certifications are current and complete.

• Administer and maintain contractor databases.

• Support tenders, contracts, and variation orders for active contractors.

• Administer IR35 determinations for all applicable contractors.

• Undertake any other duties reasonably within the scope and capability of the role.

QHSE Responsibilities

To have a general understanding of the areas of our QHSE Management System and OEG's QHSE aims and objectives that are relevant to the role.

Comply with the requirements of OEG Energy Group Policies and the responsibilities within the wider QHSE Management System.

Promoting:

• a proactive health and safety culture focussed on the prevention of work-related injury or ill health and continual improvement in our processes / performance.

• environmental sustainability and energy efficiency whilst minimising our environmental impacts and preventing pollution.

• a quality culture that brings values to our business, our customers and other interested parties ensuring quality issues and opportunities for improvement are identified and implemented.

Skills and Experience

• Ability to communicate clearly and professionally in both written and verbal formats.

• Confident in making direct phone calls to internal and external stakeholders.

• Strong interpersonal skills, with the ability to build effective relationships across all levels of seniority.

• Strong organisational skills with the ability to effectively prioritise workloads.

• High level of attention to detail and a strong focus on accuracy in all tasks.

• Strong problem-solving skills, with the ability to identify issues, analyse information, and implement effective solutions.

Qualifications

• Minimum of one year's experience in an administrative or coordination role.

• Proficient in IT, with strong skills in Microsoft Word, Excel, and PowerPoint.

We are an equal opportunity employer committed to a fair and inclusive recruitment process for all applicants.