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Administrative Assistant

 

TechnipFMC is a global leader in subsea, onshore/offshore, and surface projects. With our proprietary technologies and production systems, integrated expertise, and comprehensive solutions, we are transforming our clients’ project economics. To learn more about how we are enhancing the performance of the world’s energy industry, go to www.TechnipFMC.com.

 

RESPONSIBILITIES:

This role should able to complete work independently and resolve issues without direct supervision. This position performs more advanced administrative duties that require a broad knowledge of departmental policies and procedures.

·         Works under minimal supervision performing complex administrative support duties requiring some judgment and initiative to determine the approach of action to take in non-routine situations. 

·         Applying thorough level of understanding of the organization, programs, and procedures related to the work of the department and/or team. 

·         Receives general instructions for routine projects and detailed instructions for more complex projects. 

·         Resolves most questions and problems and refers only most complex issues to higher levels. 

·         Most assignments are completed using standard processes and procedures, but may adapt techniques or processes to complete assignment.

·         Probable errors are usually detected in succeeding operations and are generally confined to a single department or phase of company activity. 

·         Frequent internal contacts within and outside of department to furnish and obtain information. 

·         Answers inquiries and responds to correspondence from inside and outside the company.  Works with others to resolve problems.

·         Serves as a resource to less experienced staff.

 

MAIN TASKS:

·         Performs clerical and administrative duties including typing, proofreading and editing documents.  Composes and may initiate routine correspondence and memoranda. 

·         Screens telephone calls and visitors.  Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.  Independently resolves most inquiries.  May handle confidential or sensitive information or issues.

·         Enters data from various sources into spreadsheets, verifies input and calculations.  Regularly develops original spreadsheets, databases and reports.  Suggests improvements to increase efficiency and improve communication of departmental and functional information.

·         Assists department staff in developing and preparing complex presentation material.

·         Maintains efficient paper and electronic filing systems and ensures quick retrieval of requested documents.

·         Keeps well-informed of latest trends and technology related to administrative functions.  Identifies and suggests ways to improve the efficiency and effectiveness of the department.

·         Schedules and maintains calendar of appointments, meetings and travel itineraries for department staff and may coordinate related arrangements.  Ensures accurate and timely communication to involved parties.

·         Plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events.  Ensures accurate and timely communication to involved parties.

  • Assists with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation. 

 

REQUIREMENTS:

·         High school diploma or equivalent required.

·         Typically 3+ years of experience. 

·         Broad knowledge of departmental function, terminology and interrelationships.  Solid understanding of policies and procedures that apply to assignments.  Ability to evaluate and resolve problems independently.

·         Strong interpersonal skills for inter-departmental and customer interaction.

·         Above average verbal and written communication skills in English, with good vocabulary, good grammatical skills and attention to detail.

·         Advanced proficiency in Microsoft Office (Word, Excel, and PowerPoint).  Ability to use advanced department-specific software packages.

·         Must have the ability to handle many diverse tasks simultaneously and be able to work effectively with interruptions.  Demonstrated ability to handle confidential or sensitive information or issues.

 

WORK ENVIRONMENT:  Office environment.  Occasional shop exposure necessary for short periods of time for inventory purposes.  Fast paced atmosphere with multiple priorities and constant change.

 

PHYSICAL DEMANDS:  Frequent sitting and operating a computer or workstation. Light lifting, and fork lift operating.      

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