Job Description

JOB PURPOSE

The Personnel Logistics & Operations Admin Coordinator is responsible for supporting the Project Delivery team with execution of all personnel logistics relating to project assignments, encompassing all aspects of the mobilisation and demobilisation for personnel working in conjunction with the operations team. Assisting in various other tasks to ensure that the Operations function runs smoothly and efficiently.

Role Specific Responsibilities

Logistics focal point for all offshore/onshore project personnel, internal project teams and client contacts.

Accountable for efficient coordination of mobilisation and demobilisation.

Liaise with operations team to facilitate new job creation, cost tracker, raise MR's, PO's and contracts for contractors

Sourcing and selecting competent personnel for projects, ensuring that all personnel mobilising to projects have the correct training, visas and documentation to meet the project requirements.

Building effective and professional relationships with offshore personnel to ensure continued utilisation and commitment.

Provide full assignment details to personnel including mobilisation and check-in details, pre-job/assessment requirements and expected duration of assignment.

Maintain all offshore personnel records and certification on Onboard Tracker. Ensuring all documents are available and valid. Conduct competence validation checks.

Track and record comprehensive and accurate personnel movements for projects on Onboard Tracker, recording accurate personnel changes, personnel availability and any other relevant information.

Ensure the SharePoint job folders are fully up to date with electronic copies of customer P.O's, Integrity quotations, supplier P.O's, timesheets, etc.

Ensure cost trackers are updated daily with actual and projected movement of personnel.

Track actual cost v's customer PO and raise VOR's when the cost tracker shows the customer PO has been exceeded.

Focal point for travel providers, coordinate accommodation, travel and organise any other logistical requirements for project personnel. Ensuring the best and most cost-effective travel options are selected so that commercial margins for mob/demob fees are achieved.

Ensuring that all personnel provide weekly timesheets within the timetable set out by the company.

Responding promptly and effectively to changing circumstances, planning for contingencies and managing conflicting priorities.

Order, log and arrange delivery (if necessary) of PPE requirements for field personnel.

Effectively communicate and build relationships with all key customers.

Liaise with external vendors to arrange equipment and consumables required for project delivery. Ensuring that P.O's are raised in line with approved quotation from vendor.

Assist with the identification of customer's requirements, new enquiries, quotes and commercial management of projects.

Responsible for ensuring all mandatory compliance functions at head office are kept up to date, such as fire log books, any inspections, reception, maintenance, QHSE walk throughs, etc.

Support project specific work and new initiatives across the business.

Any other duties required in line with the needs of the business.

On call Duties.

Demonstrating a personal commitment to Health, Safety and the Environment.

Adhere to company's policies and procedures.

Qualifications

A Higher national qualification in administration or relevant 6+ years' experience in a logistics and or operations support environment

Experience of working in a fast-paced personnel logistics department preferably within the Energy sector

Experience of Onboard Tracker would be advantageous

Experience of visa applications - Work visas/Permits/Residencies would be an advantage, but not essential

Excellent knowledge in Office Suite (Word, Excel, PowerPoint)

Valid drivers' license

Valid UK Passport

Person Specification

Able to use own initiative and self-motivated with excellent time management

Capable of working under pressure, to deadlines and operate in a fast-paced environment, handling multiple assignments simultaneously to meet deadlines

A "can do" positive attitude, with a focus on delivery

Excellent communication skills - oral and written

Strong problem solving and decision-making skills

Flexible team player with the ability to work as part of a team

Highly organised and efficient with attention to detail

Honest, trustworthy, confidential and discreet

Job Type: Full-time

Pay: 27,000.00-38,000.00 per year

Benefits:

Company pension
Schedule:

8 hour shift Monday to Friday Weekend availability
Ability to commute/relocate:

Aberdeen AB12 3HT: reliably commute or plan to relocate before starting work (required)
Experience:

Administrative and logistics: 3 years (preferred)
Work Location: In person

Reference ID: ALC 2025/OPS
Expected start date: 12/05/2025