Project Administrator

Motive Offshore Group; Kintore; On-site; GBP 27,000 - 36,000; Full time

Benefits offered by this job

Annual leave 34 days

Healthcare Cash Plan

Life Assurance

Long Service Awards

Volunteer leave

Employee Referral Scheme

Electric Car Scheme

Costco Membership

Job summary

Motive Offshore Group is seeking a Project Administrator to provide clerical and administrative support within the TIC division. Based in the UK, you will support day-to-day project administration, documentation, and personnel logistics as part of a growing team.

You will gain exposure across Projects, Technical and Operations, coordinating with colleagues in the UK and globally while developing your skills and advancing within the company.

Qualifications

• Self-motivated and proactive.
• Experience with Microsoft Office.
• Ability to prioritise tasks.
• Keen and willing to learn.
• Experience working in a team.

Responsibilities

• Assist TIC Project and Personnel Team with administration requirements.
• Liaise with client and/or third parties as required.
• Develop strong working relations with stakeholders including clients, colleagues, suppliers and contractors.
• Attend internal project, personnel and operational meetings and record minutes.

Skills

Self-motivated

Proactive

Microsoft Office

Prioritisation

Keen to learn

Tools

SharePoint

Sage200

Onboard Tracker

Asset Voice

Job description

Our Core Values are at the heart of who we are, and everything we do….

People.

Planet.

Product.

Motive Offshore Group specialises in the design, manufacture, rental, and inspection of marine and lifting equipment and are committed to delivering sustainable, innovative and multisector solutions and we require highly skilled individuals, like you, to come and be part of our journey.

We have many exciting opportunities globally as we rapidly expand our reach and capabilities, in particular with the low carbon and energy transition areas. We aim to assist our clients and suppliers to join us as we move into the more sustainable world.

Most importantly, our People are our most valuable asset here at the Motive Offshore Group. We are committed to fostering an inclusive, innovative, and collaborative workplace where everyone feels respected, supported, and empowered to achieve their full potential. We celebrate diversity in all its forms - across race, ethnicity, gender, age, disability, sexual orientation, religion, and background and we are dedicated to creating a culture of equity and belonging. Our hiring practices are rooted in fairness and integrity, focusing solely on an individual’s abilities, contributions, and potential. We strive to ensure that every employee and candidate feels seen, heard, and valued as they grow with us. If you want to learn about how you can #FindYourMotive with us, head to our join us page, here.

About the role:

Hours: Full Time

Reporting to the Project Team Lead, the Project Administrator is responsible for providing clerical and administrative support to the Projects, Technical and Operations functions within the Testing, Inspection & Certification (TIC) division of Motive Offshore Group. The role supports effective delivery of day-to-day administration of projects and operational activities, including documentation, personnel logistics, purchasing and general departmental support.

You’ll gain broad exposure across Projects, Technical and Operations, with plenty of variety across your day and the opportunity to build strong relationships with colleagues across the UK and globally. As part of a growing business, you’ll also have the chance to develop your skills, broaden your experience and grow alongside the team.

About the team:

As a part of our Testing, Inspection and Certification team, you’ll become part of a small, hardworking, and skilled team who are used to working collaboratively and to high standards. You'll be supported by our Operations team lead and Operations teams in Kintore, who care deeply about what they do & the impact they have on the services we provide.

And you’ll be working alongside a committed and proud Motive team in the UK and globally that want to play their part in the growth of the business and support each other daily to create a positive, values driven and hard-working professional environment.

Responsibilities:

People

• Assist TIC Project and Personnel Team with general administration requirements.
• Liaise with client and/or third parties, as required.
• Develop strong working relations with key stakeholders, including clients, colleagues, suppliers and contractors.
• Act as a positive ambassador for Motive Offshore Group Ltd, always maintaining a professional and customer-focused approach.
• Provide administrative support to other departments as and when required.
• Attend internal project, personnel and operational meetings, taking accurate minutes, recording actions and distributing these to relevant stakeholders.
• Respond to incoming telephone enquiries, directing calls and messages to the appropriate personnel as required.
• Act as an initial point of contact for visitors, clients, suppliers and contractors attending the Kintore office/site.

Planet

• Lead by example in setting the highest possible standards in the promotion of People Values, HSEQ procedures and best practice, ensuring compliance to the Motive Offshore Group HSEQ Policy, procedures, standards and regulatory obligations.
• Immediately report all accidents, incidents, near misses or environmental concerns
• Adhere to and participate in company-wide sustainability policies, procedures and initiatives as they are developed to support our Net Zero objectives.

Product

• Provide administrative support to the TIC Project and Personnel team.
• Set up electronic files for TIC projects, ensuring appropriate job numbers are allocated, and project-related documentation is filed correctly.
• Maintain server-based project files, ensuring information is accurate, current and easily accessible.
• Compile project specific documentation as required, ensuring presentation is of a high standard.
• Coordinate and support project mobilisations/demobilisations with other Motive regions and entities.
• Archive completed project files in accordance with company procedures and document retention requirements.
• Use relevant Company software systems, including SharePoint, Sage200, Onboard Tracker and Asset Voice, to maintain accurate records and update new and completed projects.
• General office duties including distributing mail, recording paper files electronically, filing, archiving and other similar administrative tasks.
• Provide diary coordination support for the Operations, Personnel and Project Teams, including arranging meeting rooms and distributing relevant information.
• Assist with the preparation of correspondence, emails, letters, reports and other routine administrative documentation.
• Provide general administrative and coordination support to ensure the smooth and efficient operation of the Operations and Personnel functions.
• Monitor shared inboxes and administrative requests, responding where appropriate and directing queries to the relevant team member.
• Assist Buyer in raising and issuing purchase orders to suppliers.
• Support with the control, timely processing and receipting of supplier purchase orders & invoices, ensuring reporting is completed by the last day of each month.
• Assist with booking and coordinating personnel travel, accommodation and associated logistics
• Support the Personnel Coordinator with resource planning and personnel deployment activities.
• Assisting Buyer in raising/sending purchase orders to suppliers
• Assist with onboarding and offboarding activities for employees and contractors.
• Support the preparation and administration of personnel mobilisation packs, ensuring all required documentation is completed and available prior to deployment
• Process expenses for offshore personnel and management, ensuring claims are accurately recorded, appropriately authorised and submitted within required timescales.

Required skills / knowledge:

• Self-motivated
• Proactive, with the ability to work on their own initiative and as part of a team.
• Experienced in use of Microsoft Office.
• Ability to prioritise
• Keen and willing to learn.

What we can offer you:

Alongside the benefits below, working with Motive can take you places that you might not have thought possible. Every region we operate in, bring their own wonderful cultures & ways of working. And as a global business, you will become colleagues with people not only in the UK, but also in Singapore, the UAE, Norway, Brazil and in the US. You can look forward to becoming part of our people-centred approach that sees us work closely together, supporting clients and projects in multiple countries across the world.

People are at the heart of everything we do and we’re incredibly proud of the development opportunities that many of our staff have benefitted from. Since we started in 2010, we’ve seen school leavers work their way to senior positions, people relocate to other parts of the world and countless colleagues develop skills, receive training and advance their technical knowledge to enhance their own career, which in turn helps us continuously improve as a business, an employer and carry out the services we have become renowned for. At Motive, we believe in growing together. We are One Team, One Motive, and your journey is part of our shared success.

Alongside this, you’ll get:

(* Received upon successful completion of probation)

• Annual Leave - 34 days holiday per annum
• Healthcare Cash Plan and Employee Assistance Programme
• Life Assurance equal to 3 x salary
• Long Service Awards
• One days paid leave per year for volunteering to support a charity
• Employee Referral Scheme
• Electric Car Scheme*
• Costco Membership - employee-funded membership with a £10 online joining voucher*