Project Admin Assistant – Istanbul

What will you be doing?

The Project Admin Assistant supports activity among Project Management and internal departments to support the Project. The primary interface is with Project Managers then Husbandry, SCM, Cost Control, and Service providers. to ensure personnel services requested are efficient whilst tracking and recording all associated costs committed.

The Project Administrator supports Project Management with functional responsibility detailed below:

• Requires skills in spreadsheet and word processing software and thorough knowledge of practices and procedures of the function and company policy and procedures in general.
• May make local travel arrangements and reservations, schedule appointments, or administer personnel working schedules.
• Engage with International Project Co-Ordinator’s to record and track all Project Management travel and support services such as transport and accommodation.
• Make necessary arrangements & manage the allocation of cars / local Transportation of Subsea7 Turkish branch and project personnel in Istanbul.
• Ensure that a ‘Forwarding Control Document’ (FCD) is allocated to supplier for services requested. The FCD to be used as a tool to track all costs related to travel bookings and follow to the invoicing stage with involvement of Cost Control department.
• Update relevant trackers within SharePoint database with all service requests and costs associated through to proforma and final Invoicing from supplier invoice ensuring the costs are allocated to the respective project cost function pre-determined by management.
• May be responsible for filing or compiling periodic reports or updating a database.
• May generate and maintain confidential files and reports.
• Assist Project Management, Facilities & Executive Assistant with administration tasks as per job description throughout the project.
• Assist with recording of project related costs for the SCM / Cost Control procedure for local expenditure committed on behalf of the project.

What experience would we like you to have?

• Bachelor’s degree or equivalent in Administration or related field.
• 2-4 years of experience in a similar role with a background in Admin, Secretarial, Facilities, etc.
• Must be fluent in English (oral and written).
• Effective interpersonal and communication skills and accurate reporting, both written and verbal.
• Medium/Advance knowledge on Microsoft Pack office.

We Welcome Applications from People with Disabilities

As per Turkish Labor Law and our inclusive hiring policy, we:

• Run a fair and accessible recruitment process.
• Announce all vacancies transparently and equally.
• Interview candidates with disabilities who meet the minimum qualifications.
• Make necessary workplace adjustments when needed.
• Support employees who acquire a disability during employment.

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