Company: Wood
Skills: Secretarial or Administrative
Experience: 5 + Years
Education: Bachelors/3-5 yr Degree
Location: Singapore

Overview / Responsibilities

Wood is currently recruiting for an Engineering Administrator with extensive experience in the oil and gas petrochemical industry.

  • Provide administrative support to the Director of Engineering and Engineering Section Managers
  • Proactively manage Director of Engineering's diary to ensure effective time management includes maintaining calendar and scheduling meetings
  • Organize, coordinate, arrange meetings and booking of conference rooms
  • Assist all the engineers in the day to day administrative tasks as and when required
  • Maintains the department confidential records and files
  • Arrange and coordinate with People & Organisation (P&O) and Engineering Managers on the recruitment process
  • Liaising with colleagues and external contact for visa and travel arrangements
  • Arrange and coordinate training/workshop arrangements and maintain the records
  • Point of contact for desk allocation; coordinator of desk moves in the Engineering common area
  • Sorting and distributing incoming mails, compile documents for the Director of Engineering for approval
  • Monitor, maintain and order office supplies
  • Arrange and coordinate for staff attending Safety Orientation Course (SOC) when required
  • Arrange site visits for Section Managers (SMs) and ensure Jurong Island passes are valid
  • Prepare, maintain and update Engineering CVs, Engineering MPP and MPP monthly report
  • Maintain Engineering Library and purchase codes and standards if required
  • Maintain Engineering job descriptions
  • Maintain and update Competence Matrix & Authorized Engineers List
  • Prepare Management System Revision and Approval forms and coordinate with the Section Managers and Quality Manager on the documents that need to be published in the intranet
  • Prepare Inter-Entity Transaction Request for Affiliate Forms to be submitted to Commercial Dept whenever there is a service or secondment request
  • Prepare and maintain Jurong Island passes return form to be submitted to JTC for cancellation of passes
  • Maintain new employee inductions records
  • Weekly timesheet management for Engineering Disciplines includes Non Projects, Non Productive Time (NPT) & staff on overseas assignments
  • Verification of daily hours and clocking anomalies, e-leave application against absence indicated on timesheets, weekly closure/posting of all timesheets on due date for P&O global closure includes timesheets rectification of manhours posted
  • Weekly compilation of Department NPT/Training hours to Director of Engineering / Engineering Manager
  • Update of e-leave Access Setup
  • Compilation of monthly headcount of Engineering Department
  • Assist requests from PMs/SMs for accumulated year to date manhours
  • Keeping records of monthly authorization forms
  • Prepare CVs specific to proposal
  • Distribution of ITB documents, compilation of Proposal write-up and Proposal filing
  • Arrange Engineering Internal Project Review Meetings and Technical Integrity Reviews
  • Manage technical audit schedule, follow-up and filing the record
  • Department project document archival includes maintain Contract/Proposal Briefs in Department Folder
  • Any other duties as assigned

Skills / Qualifications

  • Degree (or) Diploma (or) ITE with at least 5 years of relevant experience in Oil & Gas industry and in administrative or secretarial support
  • Proficient in MS Office Suite (Outlook, Excel, Word, Powerpoint, Teams)
  • Excellent interpersonal, verbal and written communication skills
  • Ability to prioritise tasks and work under pressure
  • Flexible and adaptable to changing workloads
  • Strong organization skills

Company Overview

Wood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world's most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 45,000 people.

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 55,000 people, with revenues of over $11 billion. We provide performance-driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets including upstream, midstream and downstream oil & gas, chemicals, environment and infrastructure, power & process, clean energy, mining, nuclear and general industrial sectors. We strive to be the best technical services company to work with, work for and invest in.


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