Administrator/Document Controller

Hydrasun is a recognised market leader in the provision of integrated fluid transfer, power and control solutions. We are focused on supporting the energy transition through our work in the oil and gas, renewable energy, general industrial and marine industries worldwide.

We are recruiting for an Administrator/Document Controller to provide administrative support to ensure efficient operation of the Technical Services Team and Teesside Branch of Hydrasun.

Essential Experience, Qualifications and Competencies

• A Level in English, Mathematics and IT
• 2/3 years administration experience gained within an Engineering Environment
• Ability to communicate effectively with all levels of staff, both written and orally
• Competent in the use of Microsoft Word, Excel and Adobe Acrobat
• Excellent attention to detail
• Ability to plan and organise workload to ensure all deadlines are met
• Knowledge of file format conversion processes
• Able to demonstrate a flexible, “can do” approach to their work
• Proven skills in presenting

Desirable Experience, Qualifications and Competencies

• Experience gained within a product supply environment
• Understanding of Document Control principles
• Technical background
• Knowledge of Quality Management Systems

Responsibilities include but are not limited to:

• Answer calls, schedule meetings and support visitors. Reception duties may be required
• Carry out administrative duties such as filling, typing, copying, binding, scanning etc.
• Produce specific documentation in accordance with both Hydrasun and customer defined formats and requirements
• Interface with internal Hydrasun Sales Channels regarding the provision of specific documents and compilation of submissions to customers
• Follow documentation requirements schedule and expedite as necessary. Submit documentation in line with defined timetables and in the manner prescribed in the Hydrasun QMS or customer defined instructions to vendors
• Review specific customer feedback regarding documentation, liase with relevant Sales Channel, revise accordingly and respond in order to facilitate timely final invoice submission and payment
• Assist in ongoing customer satisfaction is assured in respect of supporting documentation. Facilitate any Customer issues through relevant Sales Channel
• Assist in the development of project and corporate specific procedures, and reporting formats to meet Customer requirements
• General understanding of Health, Safety, Environmental and Quality responsibilities
• Contribute towards the development of a continuous improvement culture within the branch
• Support Proposals and Tenders Department with completion of questionnaires and compilation of tenders/prequalification documentation
• Perform prescribed quality checks on all documentation processed through DCC prior to submission through client endorsed systems
• Assist in creation, management and implementation of DCC manuals, protocols and processes
• Keep training records up to date, making sure training is booked in to keep competencies and training compliant
• Complete operational requirements by scheduling and assigning administrative projects and expediting work results
• Organising travel for staff such as booking flights, vehicles and accommodation
• Exhibit polite and professional communication via phone and email with both internal and external interfaces
• Support team by performing tasks related to organisational requirements
• Maintain stationery supplies inventory by checking stock regularly, anticipating needed supplies, placing and expediting for orders
• Contribute to team effort by accomplishing related results as needed

Continuous Improvement / Personal Development

• Responsible for supporting and achieving the organisation and department’s targets and objectives
• Responsible for understanding, agreeing and achieving personal objectives set by Line manager
• Adherence to the procedures as laid down by the HSE Management System and Quality Management System
• Adherence to the procedures as laid down by the Human Resource Management System and to take an active part in the Performance Management Process and the Competence and Training Program
• Put forward any suggestions for improvements
• Attend formal Information Briefings, when requested
• Be a team member and actively promote communication and information sharing

Job Types: Full-time, Permanent

Benefits:

• Company pension
• Cycle to work scheme
• Gym membership
• Life insurance
• On-site parking
• Referral programme
• Wellness programme

Schedule:

• Monday to Friday

Work Location: One location

Reference ID: Ref: 1220