Job details

London - Sutton
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Vacancy information

Role Profile

 

JOB TITLE:                                  GPC AP Coordinator

                                                   GPC AP Senior Coordinator

                                                                                                      

REPORTS TO:                             GPC ADMINISTRATION MANAGER

 

LOCATION:                                 GPC LONDON

 

 

OVERVIEW OF ROLE

 

The GPC Co-ordinator reports to the GPC Administration Manager, supporting all GPC AP London business units.   Coordinators assigned to a project will also report to their assigned Project Manager and team.

 

As assistants, Coordinators are responsible for a variable and diverse range of tasks and are required to have skills at the appropriate level to match. Coordinators ensure that team members are fully inducted into their functions/project, organise equipment and access to systems and any training required. Day to day, Coordinators execute general administration, SP/IT/PO, travel, secretarial and PA tasks.

 

All personnel are expected to contribute to creating a positive HSEQ culture within Subsea 7 and ensure familiarity with and adherence to local HSEQ codes and practices.

 

 

GPC AP Coordinator

 

 

  • Coordinators are assigned to the GPC Admin pool, picking up tasks from the GPC Admin mailbox as and when required:  
  • Providing comprehensive secretarial and administrative support to the Directors of the GPC Management team, Project Managers. Project Engineering Manager and their Teams, Clients and Sub-contractors
  • Organise and set up of new starters and leavers
  • Dealing with day to day requirements during the absence of the managers including email and calendar management. Assistance with phone calls when required.
  • Arranging meetings: room bookings, invitations, refreshments, preparation of documents and agendas, equipment set-up, minutes, action tracking, as required
  • Attend meetings and prepare materials and reports, preparing agendas and taking minutes as required
  • Documentation: set up of templates, filing systems, typing, editing and formatting, compilation, copying, scanning, printing, version control on SharePoint and upload into ProArc, as required
  • Assisting with expenses as and when required
  • Arrange travel, including: visa application and processing; welcome pack completion, road, rail, sea and air travel; accommodation; tracking and related work
  • Tracking of actions on registers and updating, as required
  • Management of paperwork to other offices and countries by post, courier, ShareFile
  • Time input in SAP for self and contracted team members and GPC managers
  • Originate and maintain Organisation Charts and presentations in Visio and PowerPoint
  • Set up and administer Department, Public (project) and Team SharePoint sites and the Libraries and Lists and Permissions therein
  • Induction of personnel into the Department/Project, including overview of 7Online and BMS
  • Coordination of Department appraisals with Manager(s) and Lead(s), as required
  • Coordination of Project PMRs, as required
  • Event organisation
  • Processing Purchase Orders which includes vendor create and change.
  • IT Requests and trouble-shooting for the Team
  • Purchasing of stationery and small items
  • Facilities focal point for the Department: desk space, equipment, etc.
  • Cover similar work as and when required including holiday cover for the pool of Admins.
  • Greeting of visitors is also necessary as and when required.

 

 

PERSON SPECIFICATION

 

  • Good command of written and spoken English, also numerate
  • Educated in Office and Secretarial practices and other subjects
  • Proven relevant experience
  • Keyboard skills / touch typing / formatting and layout
  • Creates agendas and takes meeting notes
  • Assist in Purchase Orders and invoicing
  • Proficient with Microsoft Office Programs (Intermediate or Advanced)
  • Active interest in office technology (O365, SP Online, etc.)
  • Exceptional Communication and Customer Service Skills
  • Proactive, flexible with a can-do attitude
  • Strong Prioritisation and Organisation Skills
  • Strong attention to detail
  • Ability to Handle Confidential Information and work without supervision
  • Excellent time management skills and ability to multi task

 

 

GPC AP Coordinator

                    

  • Two to five years relevant experience (NVQ Business Administration Level 3 or equivalent)
  • MS Office (Intermediate or Advanced), or ECDL (Basic or Advanced)GPC AP Senior CoordinatorAs above, plus
  •  
  •  
  • More than 5 years relevant experience
  • Supervisory skills, including mentoring, delegation, assertiveness  
  • SYSTEMS
  •  
  • MS Office suite, Outlook, SharePoint, Visio, Powerpoint, Excel, and other standard office software to Intermediate and Advanced user levels
  • SAP - Time entry, man-hour reporting and approvals
  • ProArc, PLM (Team Centre) etc
  • Knowledge of Microsoft 365 tools
  • Understanding of use of internal systems such as; BMS, PLM, Virtual Library, etc. KEY RELATIONSHIPS / STAKEHOLDERS
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  •  
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  • General Management and Teams
  • Project Management and Teams

 

 

AUTHORITY / DIMENSIONS

 

  • Operate within the Subsea 7 Code of Conduct
  • Operate according to Subsea 7’s Management Principles (Vision & Values)
  • Support standards and procedures for the Operations Administration Function
  • For level of authority see ‘Authority Limit Matrix’    
  • These positions are linked to job capsules:
  • JOB CAPSULE
  •  

Role Profiles

Job Capsules

Band

Associate Coordinator

S313-Associate Secretary

C

Coordinator

S312-Secretary

D

Senior Coordinator

S311-Senior Secretary

E