Senior Administrative Assistant

At TDW we put people first - that means working everyday to ensure the pipelines that run through our communities are operating safely and reliably. What sets us apart is our expertise, experience and commitment.

Each day we dedicate ourselves to treating each other, our customers and our community with care and respect.

Key Responsibilities

Primary duties may include, but are not limited to:

• Manager Employees onboarding & Offboarding
• Support to local recruitment process to coordinate with the candidate for interview.
• Maintenance of Personal files for all employees
• Enroll employees to the Group Employees policy.
• Manage and maintain employees' Group Persona, Medical, and life policies.
• Provide support to the employees for their Leave and other employment-related query by coordinating with HRBP.
• Replenish Business cards for all eligible employees.
• Prepare Confirmation of Employment for all new hires
• Arrange translation with vendors for documents relating to Employment contracts & etc.
• Coordinate and arrange welfare hampers for Employees.
• Arrange field medical examination required for all Field personnel (requirement from HSE) - yearly.
• Support HRBP in scheduling calendar invitations to employees' town halls and other global communications.
• Provide Phone plans to employees.
• Responsible for office support (Housekeeping, stationery, Drinking Water & refreshments) and facility management.
• Check Group Insurance invoices)- quarterly.
• Coordinate all new lease accommodation and renewal of lease accommodation for International Assignees
• Check the invoices billing from other companies about costs relating to International Assignee (i.e., School fees for dependents, home flights, Door-to-door shipment services & etc.)
• Collect quotes from various vendors for material purchases and raise PR.
• Process invoices of all vendors to finance for their payments.
• Enter timesheets in the system.
• Track and ensure that technician competencies and certifications are valid.
• Work with the field supervisor to have a training schedule to keep the team up to date on competencies and certifications.
• Enroll technicians in training prior to the certification expiration date.
• Track and ensure that technicians have valid passports and work permits.
• Coordinate visa and work permit applications for the field operation team (including PM)
• Arrange flights, transport, and accommodation for the field operation team (including PM)
• Review Credit Card expenses compliance with Policy
• Keep track of Operation team leaves and travel plan
• Generate packing list with the start of FSA
• Generate commercial invoice with the start of FSA
• Coordinate all the DHL shipments.
• Coordinate boxing and fumigation of shipment
• Coordinate shipment with freight companies looking at best option price/speed.
• Create and manage PO for freight in AX
• Ensure on-time delivery of goods and anticipate late shipment.
• Follow up on temporary exports returns.
• Proper document filing