Engineering department Secretary
Reports to: Engineering Manager
Location: Lisbon – Portugal
At Subsea 7, we take pride in being recognized globally as a leader across the Energy Industry. For 5 decades our people have delivered over 1,000 projects in all water depths across our energy hubs and we continue to do so, adapting and evolving in an ever-changing world.
Our success and sustainability are only made possible by continuing to develop our assets and technology through innovation and collaboration, and importantly through the development and diversity of our people who every day ‘Make Incredible things Happen’ At Subsea 7.
We are looking for an Engineering department Secretary to be located in Lisbon; this is an exciting opportunity to support our Lisbon Engineering team on their daily activities. You will play a key role in all aspects of document control within a project, ensuring systems, processes and reporting requirements for both internal and external clients are met by adherence to Subsea 7 procedures.
Role Overview
Daily activities to support the Lisbon Engineering Team:
- Preparation of documentation, presentations and spreadsheets.
- Dealing with incoming and outgoing correspondence.
- Dealing with day-to-day requirements during the absence of the managers including email management when required.
- Maintenance of diaries, including extensive organisation of both internal and external meetings.
- Arrangement of visas and/or medical for travel as required.
- Organisation and coordination of group workshops, both in-house and offsite.
- Assisting managers with tasks in SAP.
- General office duties
- Assistance with holiday cover while other members of the PA/DCC teams are on vacation.
- Ensuring adherence with relevant document standards.
Document Controller activities:
- Attend kick off meetings at project start to discuss documentation requirements.
- Maintain interface with main Region to ensure processes are aligned.
- Review Client Document Control Requirements if Project is following Client processes.
- Create list of relevant Project Personnel requiring SharePoint access and send request to Project Administrator.
- Ensure project Personnel have User Profiles within ProArc and are competent using the system.
- Review Matrix of PPT documents, and, when agreed, set up Profiles in ProArc.
- Ensure all required information is entered in essential fields in ProArc document profiles to enable successful use of the Reporting Tool.
- Maintain Tracking register to ensure on time document delivery and to back-up ProArc Reports.
- Liaise regularly with Project Engineering Managers / Lead Engineers to discuss any delays and subsequent reforecasting of deliverables.
- Adhere to ProArc EDMS processes as defined at Project Set up throughout the life of the Project.
- Set up a consistent format for Doc folders to ensure all DC can work between projects in a standard format.
- Send Document issuing instruction to Suppliers; relevant to Regional requirements.
- Liaise with Package Manager to ensure PO number, if required, is allocated in good time.
- Process both client and subcontractor documents in accordance with corporate and project procedures, and/or Client requirements if these take precedence over Subsea 7 processes.
- Assist Engineers as required with document formatting and ensure template metadata is working correctly; reporting any errors to Project Administrators.
- Ensure project documentation is issued in a controlled manner and within agreed timescale.
- Monitor documentation turnaround and Track all document workflows to ensure Document owners are actioning their ProArc “activities” within the required timescales.
- Regularly produce specific late Reports as required to highlight delays within the document cycle.
- Liaise with main Project at project close-out, i.e. as-built documentation/archiving.
- Provide General administration support to the Projects department
- Prepare documentation for hard copies/CD etc.
Authority-Dimensions
- Operate within the Business Code of Conduct and Ethics Policy Statement.
- Operate according to Subsea 7's Management Principles.
- Support standards and procedures for the Engineering Function.
Key Stakeholders
- Engineering Team
- Internal and external parties
- Human Resource Team
- Senior DC and other DCs based locally and/or in our Global operations
- Different internal departments
Profile:
Knowledge & Experience:
- A bachelor’s degree in an economic, administrative or human resource subject is an advantage.
- Good IT literacy is essential on Outlook, Word, PowerPoint, Excel, Microsoft Teams and Adobe Acrobat
- Experience with secretarial skills at a management level within an international organization.
- Previous technical document control experience is desirable
- Working within a Subsea, Energy business is a plus
- Professional level in English
- Excellent written and oral communication skills
Personal Attributes:
- Enthusiastic, pro-active planning and organising skills, able to identify and effectively prioritise workload with excellent attention to detail
- First class organizational and confidentiality skills
- Ability to work with detail and accuracy.
- Driven and flexible individual with willingness to adapt and use own initiative
- Able to adapt to changing environment and reorganize arrangements at short notice when required
- Hands on approach is required as individual needs to be able to take initiative and flag issues before they arise
- Excellent communication skills, both verbal and written, maintains strong collaborative relationships at all levels across a multicultural global environment.
- Committed to continuous improvement and identification of efficient work methods and processes.
- Team player
WORKING CONDITIONS:
- Majority of the work is carried out at Subsea 7 Lisbon Office,
- Requirement for some international travels, for meetings and others…as required.
- Working hours according to local regulation and Company's policy.
All applicants that meet the job criteria will be contacted in the next two weeks by the recruitment team. Remaining applications will be integrated in our database and considered in future job opportunities.
All applications (CV’s) should be sent in English.
WE LIVE BY OUR VALUES
SAFETY | INTEGRITY | SUSTAINABILITY | PERFORMANCE | COLLABORATION | INNOVATION
“Our values are not just Corporate words on our Website or a poster on the wall in an office or a vessel. They are our continuous drivers of our behaviours; our actions and they guide our choices.”
John Evans, CEO