Commercial Site Administrator

ERSG is currently looking for a Commercial Site Administrator for a large offshore wind turbine manufacturer based out of Portsmouth, Virginia.

Position Overview:

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.

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.

Responsibilities:

Procurement:

• Support the Purchase Order (PO) process by raising PO requisitions, sending POs to suppliers, and ensuring adherence to all purchasing processes.
• Execute the Short Order process on-site, including raising, filing, and monitoring all short orders.
• Validate supplier invoicing and ensure correct posting against POs, acting as a contact person for suppliers regarding invoices and payments.

Cost Controlling:

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

Asset Management:

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

Commercial Documentation:

• Track, monitor, and log site inventories, purchases, assets, and equipment.
• Provide support for ad hoc administrative tasks, including attending meetings and drafting minutes/notes as needed.

Event Documentation and Communication:

• 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:

• 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 Siemens 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