Office Administrator

Mission of function:

The Commercial Site Administrator manages typical finance administrative tasks on a construction site and reports functionally to the Commercial Site Management and disciplinary to the Operations Manager in the back-office.

Dimension of function:

Supporting the Commercial Site Manager & Senior Admins to ensure financial and commercial processes on site are properly adhered to, the Commercial Site Administrator will be part of the site team to assist with the day-to-day finance topics including forecasting, quality assurance of costs on site, purchase ordering, processing, and checking invoices from suppliers and reporting of costs.

Areas of Responsibility:

• Procurement:

o Support the Purchase Order (PO) process by raising PO requisitions, sending POs to suppliers, and ensuring adherence to all purchasing processes.

o Execute the Short Order process on-site, including raising, filing, and monitoring all short orders.

o Validate supplier invoicing and ensure correct posting against POs, acting as a contact person for suppliers regarding invoices and payments.

• Cost Controlling:

o Assist the Commercial Site Manager with input on site purchases to enhance cost controlling and forecast accuracy.

• Asset Management:

o Ensure site inventory is established and monitored, including setting up and maintaining an assets log and performing regular inventory checks.

• Commercial Documentation:

o Track, monitor, and log site inventories, purchases, assets, and equipment.

o Provide support for ad hoc administrative tasks, including attending meetings and drafting minutes/notes as needed.

• Event Documentation and Communication:

o Maintain responsibility for documenting events and communicating these to the Commercial team, ensuring they are informed of any issues that impact the project financially.

• Coordination with Construction Administrators:

o Collaborate with Construction Administrators to ensure alignment with project operations and goals.

Competencies:

• Business Administration and Finance – Purchase Ordering, Invoices, cost controlling and

analysis.

• Advanced communication skills in multicultural environments.

• English language proficiency.

• Advanced IT Skills - MS Outlook, Office 365 (Excel, Word, OneDrive).

• Team player.

• Self-motivated and trustworthy.

• Quality & Focus Oriented

• Experienced w/ SAP

• Knowledge and interest in industry - wind turbine industry, construction projects.

• Safety awareness

• Analysis/statistics

• *OSHA10 or Equivalent

Qualifications:

Professional:

• Proven experience as office / business administrator, assistant or relevant role. Qualifications in Finance and Business Administration studies will be an advantage.

Project/Process:

• Familiarity with office management procedures and preferably within the Offshore Wind Industry.

Intercultural:

• Living and working experience in an intercultural environment

Capabilities:

• Team Skills

• Ability to Learn

• Communication Skills

• Customer Focus

• Ability to Analyze

• Change Orientation

Contacts:

• Internal - Finance and Commercial teams, Site Management and Site Team, Site Support,

Departments and all other internal Interface to/from the site.

• External - Customers, subcontractors, suppliers and all other external contacts to/from the

site

Additional Requirements:

• This role is site based in VIRGINIA / Local resumes for the area only.

• Training and certificates: Country specifics may apply OSHA 10

• PPE: Glasses, boots, helmet, gloves and high visibility jacket.

Work Hours: (focused on project activities)

• Monday thru Friday (typical)

• Work hours flexible to meet project needs typically: 7:00 am till close of business.

• Partial or full work day may be required on Saturdays, depending on project needs.