Administrative Assistant

OEG; Portsmouth; On-site; GBP 23,000 - 27,000; Full time

Job summary

OEG is a leading energy solutions business, seeking an Administrative Assistant to join our Topside Division in Portsmouth. You will support sourcing, interviewing and onboarding of offshore personnel, working closely with the Personnel Team and Project Managers.

The role focuses on maintaining accurate contractor records, enabling effective workforce planning, and assisting with tenders, contracts and IR35 determinations for active contractors, while upholding high standards of accuracy and

Qualifications

• Minimum of one year’s experience in an administrative or coordination role.
• Proficient in IT with strong Word, Excel, and PowerPoint skills.
• Excellent communication and organisational abilities.

Responsibilities

• Serve as first point of contact for contractor vacancies and queries.
• Onboard new contractors and verify certifications are current.
• Administer and maintain contractor databases.
• Support tenders, contracts, and variation orders for active contractors.
• Administer IR35 determinations for applicable contractors.
• Undertake other duties within role scope.

Skills

Clear communication

Phone professionalism

Interpersonal skills

Organisational skills

Attention to detail

Problem solving

Tools

Microsoft Word

Excel

PowerPoint

Job description

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, cables, 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. We are currently seeking an Administrative Assistant to join our Topside Division.

Location

• Portsmouth, United Kingdom.

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.

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.