Project Assistant : Montrose

Montrose, Scotland
18 May 2018
18 Jun 2018
Oil and Gas
Contract Type
Full Time
This is an excellent opportunity to contribute to the current and future business growth of a market leading O&G Manufacturing Services Company. Working within our Projects Team, which supports a multi-discipline manufacturing services business, the Project Assistant is fully responsible for their own work within projects in collaboration with the Project Managers and Engineers. Your key purpose is to provide administrative and assistive support to projects and programmes from initial enquiry to delivery. You will have excellent attention to detail, good time and quality management skills to assist with the successful delivery of our manufactured packages globally. You will be given the opportunity to take on Senior Project Assistant responsibilities as and when required providing a good foundation for career progression. To be a successful Project Assistant you will have the ability to contribute to a team driven environment and have the initiative to work independently. You will need to be keen to develop your project and business administration skills as well as your work process skills.


• Read and make yourself aware of Project Assistants working Procedures
• Read and implement Client Documentation Specifications
• Set-up and maintain electronic and paper files throughout the Project Lifecycle
• Control movement of documentation as directed by Client Document Specifications
• Control movement of documentation in an accurate and timely manner to Internal Clients, External Clients, and Suppliers
• Establish and maintain effective relationship with Internal Clients, External Clients, and Suppliers, ensuring customer care is at the foremost position
• Attend and contribute to Project Kick-Off Meetings and Progress Meetings
• Support and assist Project Managers and Engineers with general enquiry and projected related administrative tasks as necessary
• Compile Final Documentation Packages in electronic and paper format as directed by Client Documentation Specifications
• Understand the set-up and operate the Company ERP System to enter, review and obtain information and reports
• Generate Project Invoices as directed by the Project Manager
• Archive Project and Engineering electronic and paper files as per working practices and processes
• Organise Travel and Visas for management, Projects and Engineering personnel
• Organise catering for client meetings
• Raise Purchase Orders in accordance with company procedures
• Expedite and control sub-vendor documentation in accordance with agreed company procedures and processes
• Support Project Manager and provide continuity of internal and external Project Coordination when Project Manager is not available
• Carry out all administration of QA for the project files and assist with internal audits
• Support the Project Manager by facilitating where required the information flow between such as Engineering, QA, Production, Stores and other Stakeholders
• Under guidance from Project Managers and Engineers draft and manage Drawing Registers, Project Registers, Bill of Materials, Transitions and Production Specifications, satisfying the requirements of all functions involved in the project
• Comply with import and export requirements
• Contribute to induction training
• Establish technical contacts within the wider NOV
• Be fully aware of personal workload, prioritise and organise to ensure deadlines are achieved
• Ensure a high standard of professionalism is maintained and that customer care is foremost
• Maintain a high standard of housekeeping in the work area and department
• Ensure personal compliance with all HSE legislation and HSE Company policy
• Contribute to the development of systems and improvement in working practices and processes
• Be fully familiar and conversant with department and company policies, procedures and processes, ensuring all work and actions undertaken are in full compliance at all times
• Support other departments and carry out other duties as and when business requirements dictate as may be reasonably expected by line manager
• Travel required as dictated by project needs




• Able to understand, evaluate and apply technical information

• Capable of keeping abreast of an evolving project specification

• Adept at exercising good judgement sometimes with incomplete information


• Be willing to provide colleagues with the information they need to complete their tasks and eliminate roadblocks

• Able to apportion time effectively to complete tasks

• Adept at exercising good judgement whilst being constrained by tight deadlines

• Be quick to identify critical information and respond appropriately

• Can Orchestrate multiple activities and resources to accomplish a goal


• Can be counted on to take personal responsibility in challenging situations and be willing to engage in disputes in order to settle them equitably


• Will be energised by challenges and drawn towards opportunities

• Will continue to pursue information to achieve closure on open tasks


• Confident and professional when representing the company in person and in writing

• Aspiring and keen to advance within the organisation

Personal and Interpersonal

• A strong sense of customer focus (internal/external)

• A candid team player who collaborates with peers to solve problems

• Firm and diplomatic when negotiating

• A candid team player who collaborates with peers to solve problems





Secondary Qualifications

HND Information Technology or Business


Experience in a similar position

Working knowledge of Oil and Gas Industry

Skills, training or special knowledge

Computer literacy (including good command of Microsoft Excel, Word and Outlook)

Participating in and supporting meetings

Working knowledge of a Document Management System

Working knowledge of an ERP system development

Minute Taking

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