New Build Assistant

Job Purpose

The primary purpose of this role is to support the New Build Operations Manager in day-to-day operations as well as coordinate and support activities within the department.
 
Functional Responsibilities
General Department Administration

• Assist in coordinating internal and external meetings, including scheduling, room set-up, and preparation of documentation
• Assist with diary and travel management, managing calendars, ensuring appointments and deadlines are effectively managed
• Maintain new build project drawing databases in collaboration with Project Managers
• Coordinate New Build shipyard platform information alongside the New Build Sales and Brokerage teams
• Development of departmental processes to streamline project management
• Administer and assist with various platforms including but not limited to NIGEL/Phoenix (our in-house CRM systems) and various Microsoft applications Provide assistance, training and support to the department
• Coordinate with the New Build Operations Manager on internal announcements and HR inductions
• Assist with new project set up and invoicing
• Review and processing of department expenses and approval
• Any other task that is reasonably requested in supporting the new build operations manager and BTS department
• Maintain and manage the BTS department ISO standards documentation
• Support with office printer consumables procurement
• Support with department archive documentation retention and destruction
• Maintain BTS and New Build Sales department movements and tracking/logging

Events

• Assist with planning for department conferences and functions

Documentation

• Maintaining standard templates for all agreements, undertakings and official department and relevant company documentation
• Coordinate the preparation of proposals and agreements for presentation to potential clients (both digital and hard copy)
• Assist with new and current business documentation
• Support and development of departmental marketing activities
• Preparing large format hard copy documents (i.e. GA’s, technical drawings) for department and client use

Personal attributes and qualifications
Essential qualifications

• Good IT skills; able to use MS Office products to intermediate level
• Skilled at organization and administration of office work
• Numerate
• Fluent in spoken and written English
• Attention to detail, conscientiousness and capable of recording information accurately
• Able to work independently and take initiative where necessary
• Able to solve problems, balance priorities and manage time
• Absolute discretion
• Able to communicate with people at all levels and from many different cultures
• Good sense of humour

Experience and ability

• Self-motivated
• Skilled communicator, professional and friendly demeanour
• Competent at problem solving
• Eligible to live and work in the UK and resident within commuting distance of the London office
• Proficient with the use of business IT systems

*Only candidates with legal status to work in the UK can be considered.

Burgess is an equal opportunity employer and will happily consider candidates from all backgrounds who are able to demonstrate the required personal and professional qualities for this role.