We are looking for a Project and Office Assistant for one of our clients in the Wind Industry.

 

Background

The Project Administration Team provides project administrative support to projects with the Offshore Wind portfolio from Offshore Development to Construction and Operations & Maintenance Projects.


You will also provide office administrative support to ensure the smooth running of our new office in Copenhagen, comprising 80 employees working for different areas of the the business.


You will follow project governance processes and standards to ensure the smooth and timely running of administrative tasks in the project.


You will also be part of the Project Administration Team, contributing to the continuous improvement of both project and office processes, standards and templates and sharing best practices.

 

Tasks & responsibilites

Provide administrative support to within office and meeting management, communication and finance/procurement to ensure the smooth running of the Copenhagen office and Offshore Wind projects.


Office Support:

• Point of contact for internal and external stakeholders regarding questions and practicalities related to the Copenhagen office.
• Manage access to internal meeting room booking system for company staff.
• Coordinating/organising meetings and events for company-wide events and local office staff events, including all logistics.
• Manage access cards for company staff and visitors.
• Manage incoming/outgoing post and packages.
• Order and maintain office and kitchen supplies, including managing purchase orders and invoices.
• Ensure that the office is tidy and HSE-compliant at all times.
• Maintain Intranet page for office location with relevant information.
• Create and continuously improve processes, guidelines, templates and standards to ensure the smooth running of the office.

 

Project Support

• Organising project meetings and events, including all logistics.
• Preparing/collating/distributing agendas, meeting presentations, project reports and tollgate documents.
• Recording and distributing minutes and actions.
• Managing project related purchase requisitions, purchase orders and invoices in SAP.
• Manage on/offboarding of project team members.
• Managing project related access rights, distribution lists, organisation charts and holiday schedules.
• Updating and continuous improvement of project administrative toolboxes, processes, templates and standards.
• Support with project review processes, lessons learned and monthly reporting days.

 

Required experience / expertise

Advanced skills in:

• MS Office, Teams, Powerpoint, Excel, Word, Sharepoint
• SAP finance and procurement
• Business level Danish
• Business level English
• Event, meeting and calendar management
• Receptionist / office assistant experience
• Good understanding of processes, standards and templates
• Excellent communication skills
• Managing many stakeholders in an international environment.

Meritorious experience / expertise

• Understanding of large scale construction projects.
• Project management / administration knowledge

 

Other personal characteristics beyond competences

• Outgoing and excellent skills in establishing relationships.
• Service-minded and positive mindset.
• Proactive and self-driven.
• Passion for administration, finance and processes.
• Able to manage and prioritise a large number of incoming tasks in a fast paced, international environment.
• Able to work independently but also a team player.
• Solution oriented and analytical.
• Structured and quality mindset.

 

Education

• At least Secondary School
• At least University/Collage Education
• Specialization: reception / administration