Office Administrator

İşin təsviri

Job Title: Office Administrator

Employer: Oilfield Service Company

Duty Station: Baku, Azerbaijan

Start Date: ASAP

Type of Contract: Permanent

Working hours / days: 09:00-18:00 / 5 days a week
 
SUMMARY OF RESPONSIBILITIES

Provides general office clerical assistance, reception duties and assists to daily logistics and accounting tasks as required for the organization by performing the following duties.  
 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:

 Answer incoming telephone calls, determine callers’ purpose, and, as appropriate, forward calls to person; in a responsive and professional manner.
 Post all mail on a daily basis and/or couriers when required.
 Undertaking and checking of all expenses prior to submitting to Accounts Department.
 Assist accounts with email out of monthly payments.
 Assist accounts department with courier requirements for sending out customer invoices.  Hand carry and deliver the original copy of invoices to customer offices when required.
 Maintain log of invoices issued to confirm receipt and record follow up with customer.
 Maintain all unpaid invoice file and paid invoice file.
 Assist in customer receivables queries.
 Assist in researching discrepancies in payments and customer claims.
 Prepare CTX (cost tracking) sheets according to customer invoice requirements and submit to customer accordingly.
 Corresponds with customers in order to update records or provide information as required.
 Assist in processing vendor invoices.
 File general office paperwork.
 Assists with other accounting office tasks and duties as required.
 Process customer PO’s and contracts when required.
 Attend weekly operations meetings and update minutes.
 Update customer rented equipment in country log.
 Coordinates with customers on the status of their orders and obtain relevant information as necessary.
 Responsible for updating timesheets, day planner and absence records.
 Check timesheets and submit for review and approval.
 Review and check vacation requests.
 Log visa status of other overseas office employees and apply for obtaining LOI for visitors when required.
 Arrange and coordinate travel schedules, hotel reservations, transfers for all staff/visitors.
 Arrange visa and passport requirements for all staff/visitors.
 Log training and certification records of staff and assist on planning for renewing.
 Track service engineers’ vantage status and ensure they are registered in customer system.
 Responsible for sending and collating training feedback forms.
 Responsible for distributing internal memo’s (i.e. local holidays etc.)
 Composes and types routine correspondence and special projects as required.
 Assist to logistics operations and inventory management.
 Coordinate with freight forwarder and brokers for customs declaring and clearance of goods importing/exporting to/from country.
 Log and maintain CV records and ensure saved in HR department in Aberdeen.
 Assist service engineers with administrative duties as and when required.
 Assist service/workshop personnel for preparing PO’s for workshop consumables.
 Responsible for ordering business cards, stationary items, etc. and kitchen/cleaning supplies.
 Responsible for ordering PPE for service and workshop personnel.
 Responsible for ordering company brochures, catalogues, giveaways for customers.
 Assist with the organization and coordination of staff events when required.
 Coordinates and organizes duties for Receptionist.
 Oversee building services functions such as office furniture, janitorial and grounds maintenance to ensure that building and grounds are maintained and/or upgraded as necessary through selection of vendors, building of vendor relationships and placing service calls on as needed basis.
 Maintain general cleaning of the office by coordinating with housekeeping company.
 Order food for meetings and training when required.
 Perform other duties as assigned by manager.
 
DESIRED SKILLS:

Previous experience in:

• Oil field service company
• Accounting / book keeping
• Logistics / customs
• Contracts

EDUCATION/EXPERIENCE

A two-year college or university preferred; plus minimum three to five years related experience preferred.  Previous experience in an office setting, accounts receivable and payable also preferred. 
 
OTHER SKILLS AND ABILITIES

Must have the ability to work under moderate supervision in a general office setting. 
Intermediate knowledge of MS Office software required including Word and Excel.  Familiarity with computer networks, e-mail systems and office equipment such as copiers and scanners, etc. is also required.
Must be able to communicate fluent in both written and spoken English, Azeri and Russian.

Please email your CV and expected salary: [email protected]

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