Dept/Area: Operations
Location: Azerbaijan / Caspian region
Job Title: Specialist Services Coordinator
Reports To(position): Specialist Services Manager
Supervises(position): Administrators, Engineers, Offshore/ onshore assist teams
Key Relationships: Specialist Services Manager , Project managers, Onshore/Offshore team, Commercial, HR and Procurement departments

Primary Job Purpose: write a statement explaining the job’s overall purpose, in doing so, try to answer the question “why does the job exist?”

The Specialist Services Coordinator is an integral member of the team responsible for delivering offshore core crew and adhoc projects. The Specialist Services Coordinator is responsible for directing, organizing and controlling project activities, under the direction of Specialist Services Project Manager.

Job Dimensions: Set out relevant facts and figures relating to the job (if relevant)

Key Accountabilities: a few short sentences to define the key “delivery” elements of the job and the results it is expected to achieve. These are timeless i.e. they do not change unless the job changes significantly.

Key Responsibilities: short single statements describing main tasks of role

• Attend client meetings and assist with determination of project requirements
• Assist the Specialist Services Manager and creating project estimation forms.
• Chair site meetings and distribute minutes to all project team members
• Track the progress and quality of work being performed by design disciplines/trades
• Use project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures
• Effectively and accurately communicate relevant project information to the client and project team
• Ensure clients’ needs are met in a timely and cost effective manner
• Review field inspection reports from Consultants throughout the lifecycle of the project
• Issue Contracts, Letters of Intent, Purchase Orders, etc.
• Maintain Contract Execution Tracking Log
• Assist the Specialist Services Manager in the review of Contractor quotations to ensure that only fair and reasonable pricing is recommended for approval
• Track & manage contemplated change notices and change orders in the database
• Prepare substantial completion certificates and ensure all required project close out documents are obtained.
• Communicate ideas for improving company processes with a positive and constructive attitude, and for developing this attitude in others
• Keep the Specialist Services Manager and others informed about project status and issues that may impact client relations.
• Ensure all requested equipment and materials are certified and mobilized before project starts.
• Monitor timely submissions of client plant hire sheets
• Review timesheet submissions prior to submitting to payroll
• Monitor the Variation Order register to ensure all deliverables are being actioned in a timely manner
• Actively participate in operational meetings providing updates on projects
• Take part in continuous improvement sessions to provide ideas for innovation and technological improvements to our service delivery.
• Discuss ongoing issues with other department and provides solutions to resolve in a timely manner
• Work as one team to ensure our safe operational delivery remains a primary focus
• Review all project daily reports from assets and adhoc projects to benchmark progress against schedule
• Work with FM engineers to effectively coordinate fabric maintenance planning and execution
• Take active participation in all operational readiness review prior to major works starting (TAR’s, Drilling outages etc.)
• Support offshore shift team leaders to ensure all matters are addressed
• Without compromising job safety, the standard of work, or client relationship, exceed productivity targets.
• Assess working methods and decision making of Operations Supervisors, coaching and mentoring to develop and improve.
• Respond positively to problems and cultivate a climate of problem analysis and resolution through proper use of information.
• Check and approve information for accurate and timely invoicing.
• Ensure that all material requests are administered and approved in compliance with procedures.
• Troubleshoot with Operations Supervisors and coach to maintain a healthy employee relations environment.

Other features of job (shift, travel, working conditions if applicable)

• Degree or Diploma in Architectural Sciences, Civil Engineering or Project/Construction Management
• 3-5 years of experience supporting Project Managers in the delivery of development projects
• Proficient in MS Project and/or Primavera and the MS Office Suite of products if required
• Knowledge of the building development/redevelopment industry
• Familiarity with construction methods and the building codes
• Effective communication skills including verbal, written and presentation skills
• Proven ability to work effectively both independently and in a team based environment
• Demonstrated willingness to be flexible and adaptable to changing priorities
• Strong multi-tasking and organizational skills.

E-mail: [email protected]