Administrative Coordinator

DeepOcean; Stavanger; On-site; NOK 520,000 - 780,000; Full time

Job summary

Head Energy is seeking an experienced Administrative Coordinator to support the Exploration department in Stavanger. The role combines management support with licence administration, coordinating calendars, travel, meetings and JV/licence work.

You will work with the SVP and leadership team, help with onboarding, reporting, access management, and annual licence cycle activities, while ensuring clear communication and efficient processes. English and Norwegian language skills are required.

Qualifications

• Technical or business/economics education as stated.
• Minimum of three years of relevant experience.
• Proficiency with Microsoft 365, Teams, and SharePoint; experience with PIMS is a strong advantage.
• Experience with identity and access management (IDM).
• Good communication skills in English and Norwegian.

Responsibilities

• Provide administration support to the SVP and leadership team, including calendar management, travel planning and meeting coordination.
• Assist with internal reporting and participate in leadership team meetings.
• Coordinate administrative activities related to collaboration tools and access management.
• Support onboarding and offboarding, helping colleagues experience a smooth transition.
• Plan social events and initiatives that contribute to a positive working environment.
• Maintain the quality of administrative processes and identify opportunities to simplify and improve ways of working.
• Support JV administration with licence-related work and coordination.

Education

Technical or business/economics education

Communication

Tools

Microsoft 365

Teams

SharePoint

PIMS Omega 365

IDM

Job description

On behalf of one of our clients, we are looking for Administrative CoordinatorPnr: 23831

Job Description:

Are you an experienced administrator with a background in licence-related work? We are looking for a structured, proactive Administrative Support & Licence Coordinator to join our Exploration department in a temporary cover role.

• Support Exploration SVP and the function's leadership department's management team, coordinate day-to-day administrative activities and contribute to joint venture and licence-related work in collaboration with the Joint Venture (JV) administration hub.
• This role combines management support with licence administration.
• You will help keep activities on track, ensure clear communication and make everyday work easier for colleagues across the department.

Department and management support:

• Provide administrative support to the SVP and the Exploration leadership team, including calendar management, travel planning and meeting coordination
• Participate in department management team meetings and assist with internal reporting
• Coordinate administrative activities related to collaboration tools and access management
• Support onboarding and offboarding, helping colleagues experience a smooth transition
• Plan social events and initiatives that contribute to a positive working environment
• Maintain the quality of administrative processes and identify opportunities to simplify and improve ways of working

Joint venture and licence administration:

• Support the Exploration department and the JV administration hub with licence-related work and joint venture coordination
• Coordinate and follow up activities in line with the hub's plans and licence plans
• Ensure timely delivery of key activities in the annual licence cycle, including preliminary budgets, Work Program & Budget (WP&B), RNB and production applications with relevant permits
• Manage L2S communication and internal document control for L2S documents
• Provide day-to-day administrative assistance to the JV hub

Qualifications:

• Technical or business/economics education
• A minimum of three years of relevant experience
• Knowledge of Microsoft 365, Teams, SharePoint and PIMS (Omega 365). Experience with PIMS in a project environment is a strong advantage
• Experience administering Teams and SharePoint, including identity and access management (IDM)
• Good communication skills in both Norwegian and English

Personal traits:

• You enjoy being the person colleagues turn to when something needs to be organised, coordinated or resolved. You take ownership, anticipate needs and look for practical ways to make the working day better for others.
• You are structured and efficient, with strong coordination skills and the ability to manage several administrative processes in parallel.
• You have a keen eye for detail and work accurately while keeping sight of the bigger picture.
• You communicate clearly and build positive relationships with colleagues and stakeholders.
• You work independently, provide reliable support and collaborate effectively across disciplines.
• You bring a positive, forward-thinking approach and are open to developing new skills.
• We put safety first in everything we do and expect you to do the same.

Applications will be evaluated continuously

Language:

• English
• Norwegian

In Head Energy you get:

• Permanent- or project employment with the best conditions.
• Access to the industry's most exciting job opportunities
• Personal follow-up, mentoring and career guidance
• A large variety of project opportunities
• Good pension- and insurance schemes
• A pleasant and positive work environment
• Access to both specific and general courses.

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Om bedriften

Head Energy is an independent Scandinavian engineering & consulting house providing a wide range of products to onshore and offshore industries. We work with reputed clients in Energy, Civil Construction & Infrastructure, and Industry.
Head Energy has more than 900 employees, and offices in Bergen, Stavanger, Oslo, Trondheim, Gothenburg, Stenungsund, Esbjerg, Odense, and Hamburg. We are employee owned, client focused and growth oriented.
We live by our core values: Responsible | Honest | Inclusive | Innovative.
Our vision is to bring our employees and clients one step ahead.