Petrofac Hiring for Assistant at Mumbai, Maharashtra, India Full Time

Job Description

Join our Journey Petrofac is currently looking to recruit an Assistant – Supply Chain to be based in Mumbai. What we do Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies. We design, build, manage and maintain infrastructure for the energy industries. Our comprehensive and tailored service offering covers each stage of the project life cycle and a variety of commercial models, giving our clients the flexibility, they need.
Equal Opportunities We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status, or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination. Petrofac is striving to develop a diverse and inclusive culture where everyone can contribute. We encourage everyone to apply, especially those individuals who form part of underrepresented groups. Applications are also welcome from candidates who want to discuss flexible working or job-sharing requests.
Scope of Responsibility Perform administrative and office support activities for the expediting team to ensure an effective day-to-day operation of the office. Support senior level managers and supervise other clerical staff. Possesses advanced computer skills along with the ability to train others on system usage and daily activity operation.
Primary Duties

• Comply with HSSE policy, procedures and legislation performance of the duties.
• Train, guide and direct subordinates and other clerical staff in the use of equipment, systems or in completion of complex assignments.
• Deputize for the Personal Assistant of senior management in providing a comprehensive administrative support function as required.
• Provide clerical service including fielding and directing phone calls, greeting and assisting supplier visits and responding to internal and external requests with the accurate information.
• Provide administrative support to maintain office operations in an effective and accurate manner including office filing, correspondences and reports typing, presentations and spreadsheets preparation.
• Plan, organize and maintain manager’s emails, calendars and schedules including creating and responding to meeting requests.
• Coordinate between departments and operating units to resolve day-to-day administrative and operational problems.
• Prepare and maintain minutes of meetings, internal memos, meeting notes and internal support material.
• Assist Project Expediting Team during Supplier Kick-off Meeting including Conference Room Booking, Functioning of Computer & Projector in the conference Room etc. Assist Expediting Team in any other specific requirements during Kick-off Meetings.
• Assist Project Expediting Team in supplier’s documents follow-up. Extract various reports from Petrocept, PPCS and Vision 2000. Coordinate with document controller to ensure timely turn-around of documents to and from suppliers. In case of any issues, get the same resolved with the help of the expediting engineer.
• Update Progress Report in PPCS – Expediting Module related to Engineering, Sub-Order, Manufacturing, Inspection and Shipping Release for each Purchase Order. Ensure the data entry is done regularly and accurately to reflect the latest status of Purchase Orders for review by Project Expediting Team.
• Upon receipt of Shipping Documents, verify the same with reference to the PO quantities and Inspection Release Note (IRN) quantities. Assist the expediting team in finalizing the Shipping Documents in line with project specific requirements and in releasing of Shipping Release Note (SRN).
• Maintain expediting records in E-folder for each Purchase Order on server or Hard copy as required.
• Validate travel expense reports against supporting documents and coordinate with accounts and project management for the approval and process of the claim.
• Any other project specific activities as assigned by Expediting Manager as and when required.

Minimum Requirement Bachelor’s in science or Commerce or Arts with 5-7 years relevant experience preferably in EPC – Oil & Gas industry or in the construction industry.