Project and Business Support Administrator

Location:
Aberdeen
ABOUT JEE
Jee is a leading independent, multi-discipline engineering and training company operating in the global oil, gas and renewables industries. We provide engineering consultancy support to major operators and service companies worldwide on projects ranging from weeklong studies to multi-year contracts.
THE ROLE
We are seeking a highly organised, proactive and detail-oriented Project & Business Support Administrator. The ideal candidate will have proven experience in project administration and project-related finance (e.g. project invoicing, accounts payable, accounts receivable, etc.). You will play a crucial role in supporting the Project Controller, Project Managers and the Engineering Business to ensure projects run smoothly and that business processes are followed and continually improved.
With guidance from the Project Controller, you will oversee, coordinate, and track the planning and implementation of all client-facing projects for Jee’s Engineering division. You will also collaborate with enabling divisions such as Finance, Sales, and HR to ensure that project requirements are met, and timelines and budgets are adhered to making sure the longer-term capacity and capabilities of the division are sufficient to meet the demands of the business.
KEY RESPONSIBILITIES
General Project Administration
Assist with project administration duties (for example, assist with setting up new projects in our project management software, updating project records, setting up new client/supplier records etc.)
Develop and maintain project progress reports (e.g. maintaining hours versus PO value oversight) and any other reports as required – training will be provided
Attend project meetings (for example, progress meetings and risk assessments) and provide scribing function where required
Assist with Resource Planning meetings
Ensure engineering timesheets are submitted on time resolving any timesheet issues
Become proficient in WorkflowMax (our project management software) and provide basic software/project support
Manage Jee’s and client’s document control systems where applicable
Fulfil Jee's project-specific admin function for key clients
Scheduling of project tasks, ensuring adequate resourcing and delivery with support from the Project Managers, Project Controller and Resourcing Specialist
Project Invoicing/Finance Administration
Monitor project budgets and process invoices, expense reports, and purchase orders accurately and in a timely manner
Act as the Finance/Engineering interface to resolve budget, invoicing, or other project queries as they arise
Collaborate with the Finance team to ensure accurate financial reporting and billing throughout the project lifecycle
Maintain organised project financial records
General Administrative Support
Provide admin support to Project Managers and senior-level executives, including keeping the Business Management System (BMS) up to date, maintaining project documentation, scheduling meetings, and managing correspondence
Assist in preparing the division’s reports and presentations as needed
CANDIDATE PROFILE
Experience
Prior experience in a finance/accounts function and project support function
Oil, Gas or renewables industry experience (desirable)
Experience in a consultancy environment (desirable)
Competent user of WorkflowMax project management software (desirable)
Experience of Xero finance system and integration between Xero and WorkflowMax (desirable)
Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, SharePoint, etc.) (desirable)
Skills and Ability
Ability to adapt to fast-changing goals and project demands
A fast learner with ability to quickly adapt to new software
Advanced computer literacy
Intermediate to advanced user of PM software tools such as MS Project or other comparable scheduling software - specifically in using tools for managing deadlines and resources, and prioritisation of tasks (desirable)
Personal Attributes
Proactive, organised and efficient with a meticulous eye for detail
Co-ordination and multi-tasking ability across multiple competing stakeholders, work streams and sites
Enjoys completing administrative, analytical and process-driven work
Comfortable working with all levels in an organisation
Confident, friendly, and reliable with a strong team support work ethic
Qualifications
Working towards a Project Management or Finance qualification (desirable)
Right to Work
Hold permanent right to work status in the UK
BENEFITS
Competitive Salary (depends on experience)
34 days of annual leave (including bank holidays)
Private medical cover
Hybrid working
Cycle to work scheme
Pension
Life assurance
Access to our own in-house solid portfolio of subsea engineering training courses
Employee-Owned Trust (“John Lewis”) business model
EQUALITY AND DIVERSITY
Jee is an equal-opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability status or any other legally protected factors. Disability-related accommodations during the application process are available upon request.