Operations Support Coordinator

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 our clients. 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.

The world is re-thinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.   

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE: Operations Support Coordinator

Accountable for all project related personnel and administrative issues including employment status changes, mobilization and demobilization of personnel, maintenance of timesheet records, payroll generation, processing of leave applications and other related tasks.

Responsibilities

Resourcing

·       Obtain from Operations team the Manpower Resourcing Plan reflecting all positions required for mobilization to the project including the expected mobilization dates.

·       Create a system tracker for manpower mobilization/demobilization including assignment details, travel details, and employee credentials upon joining, and report any conflicts or discrepancies to Operations team.

·       Interface and provide support to site administrators on administrative and HR issues, clarify queries and resolve personnel related problems as needed.

·       Effect release formalities of personnel, ensure performance appraisal forms are completed for all demobilizing employees.

Ticketing

·       Responsible for all activities related to airline booking and issuance of tickets.

·       Generate and follow-up on refund issues.

·       Interface with accounts departments on airline invoicing and refund process.

·       Interface with Petrofac employees, project administrators and other initiators on all airline bookings and ticketing process.

Accommodation

·       Generate accommodation bookings at designated hotels through the TMS system.

·       Review hotels invoices before initiating an Account Statement Form through the TMS system and send all documents to Accounts department for payment.

·       Interface with project administrators and other booking initiators.

Mobilization and Demobilization

·       Responsible for mobilization and demobilization of employees.

·       Coordinate with the in-country Admin on the process and issuance of visas and work permits.

·       Collect all the necessary pre-mobilisation documents for visa/employment purpose.

·       Coordinate pre-medical requirements with the new joiners and interface with the HSE department with regards to the pre-medical report.

·       Ensure logistics (airport pickup/accommodation) are arranged before new joiners arrive.

·       Arrange the onboarding process for the employees with the HR channels in head office.

Cost Reporting

·       Keep track of all expenses including salaries, travel expenses, insurance, in-country expenses, and all other project related cost.

·       Initiate and track per diem payments, prepare vouchers and obtain the necessary approvals, log payments to ensure that multiple payments are not made.

·       Process travel expense claim forms and review all submitted invoices related to pre-employment expenses including mobilization & travel.

·       Prepare a cost actual report and update on a weekly/monthly basis as requested from Operations Lead to track all expenses against the allocated project budget.

 Supply Chain

·       Interface with procurement department to place small orders for project related equipment.

·       Follow up with procurement and site team to ensure delivery of placed orders.  

·       Interface with Operations department for support on ongoing orders in terms of technical bid evaluation, data management, and communication with procurement and vendors as needed.

·       Interface with logistics team for post award support on orders and ensuring documentation for shipment is well tracked and managed.

Other responsibilities

·       Responsible for ensuring that manpower is available on site on schedule utilizing effective cost control practices

·       Actions are monitored by immediate supervisor, may recommend alternative courses of action and obtain appropriate approvals.

·       Internal contacts in the Operations team up to the Operations Director. External contacts include Government ministries, embassies, airline companies, hotels.

Requirements & Skills

·       Bachelor degree with a minimum of 5-7 years’ experience in general administration in the Oil and Gas Industry .

·       Ability to work under pressure

·       Team Coordination

·       Cost consciousness

·       Well organized

·       Fluent in the use of airline reservation system and booking