Company Overview

OEG is a leading energy solutions business, providing mission-critical infrastructure assets and services to the global offshore energy industry. Through our specialist divisions - topside, marine, subsea, logistics and industrials, we are a pivotal link in the global offshore energy project chain, ensuring our customers’ projects are delivered safely, reliably and efficiently.

Location

• Edinburgh/Hunmanby/Chester/Widnes, United Kingdom.

Core Purpose

• Provide structured administrative and operational support to the Project Management Office (PMO), working closely with the Project Management team to help ensure projects are well organised, compliant, and delivered efficiently.
• Play a key role in maintaining accurate project documentation, coordinating logistics, supporting resource planning, and ensuring effective communication with internal and external stakeholders.
• Support the Project Management Office (PMO) governance framework by promoting consistent processes, standards, and best practices across all projects.

Key Responsibilities and Accountabilities

Project Planning and Scheduling:

• Support the Project Team in developing and maintaining project plans, timelines, and mobilisation schedules to ensure successful project delivery.
• Support resource planning and scheduling, while monitoring key project milestones to help ensure projects remain on track.
• Maintain accurate project planning data with Re-flow and other PMO systems, ensuring information is up to date and reliable.
• Carry out weekly checks of technician certifications to ensure all competencies and qualifications remain valid and up to date.
• Identify and flag expiring or overdue certificates that may impact mobilisation or compliance requirements.
• Ensure all certification records are accurately uploaded, maintained, and kept up to date within Re-flow.

Communication and Coordination:

• Coordinate travel and accommodation arrangements to support efficient technician mobilisation.
• Support the preparation and issuance of contractor agreements and onboarding documentation.
• Support internal and external communications by maintaining clear, accurate and up-to-date project records and documentation.
• Facilitate effective communication between Project Managers, Planners, Technical Leads, EHS, and Field teams to ensure alignment and smooth project delivery.
• Ensure all project communications are accurately recorded and maintained in line with PMO document control standards.

Resource Management:

• Support the procurement of tools, equipment, materials, and consumables in line with project requirements and timelines.
• Support the tracking and management of equipment allocation and availability to ensure efficient project delivery.
• Support in the coordination of booking training courses and maintaining training records.
• Monitor resource readiness, ensuring personnel and equipment are correctly allocated and prepared ahead of mobilisation.
• Support mobilisation readiness checks in collaboration with the Project Team to help ensure projects are fully prepared for delivery.

Support to Project Managers:

• Provide day-to-day administrative and coordination support to Project Managers to enable efficient project delivery.
• Assist with tracking delegated tasks and following up on actions to help ensure project deadlines and deliverables are met.
• Maintain organised, accurate, and up-to-date project documentation in line with PMO standards and document control requirements.
• Ensure all project files are maintained in accordance with document control procedures, including correct naming conventions, version control, and filing standards.
• Support audit readiness by ensuring project documentation is complete, accurate, and readily accessible.

Governance and Compliance:

• Work in accordance with the PMO framework and Integrated Management System (IMS), ensuring compliance with established processes, standards, and procedures.
• Ensure all documentation complies with established naming, numbering, version control, and filing conventions.
• Support safe project mobilisation by ensuring all required compliance documentation is complete, accurate, and in place prior to deployment.
• Promote consistency and best practice in project administration across all projects.

QHSE Responsibilities

To have a general understanding of the areas of our QHSE Management System and OEG’s QHSE aims and objectives that are relevant to the role.

Comply with the requirements of OEG Energy Group Policies and the responsibilities within the wider QHSE Management System.

Promoting:

• a proactive health and safety culture focussed on the prevention of work-related injury or ill health and continual improvement in our processes / performance.

• environmental sustainability and energy efficiency whilst minimising our environmental impacts and preventing pollution.

• a quality culture that brings values to our business, our customers and other interested parties ensuring quality issues and opportunities for improvement are identified and implemented.

Skills and Experience

• 1-3 years’ experience in project administration, coordination, operations, or a related role.
• Experience using project management methodologies such as Agile or Waterfall is desirable.
• Strong organisational and coordination skills, with the ability to manage multiple priorities effectively in a fast-paced project environment.
• High attention to detail with a strong focus on accuracy in documentation and record keeping.
• Effective communication skills with the ability to engage confidently with a range of stakeholders.
• Proficient in project management and resource planning systems, including Re-flow and Microsoft Office applications.

Qualifications

• Bachelor’s degree in Business Administration, Project Management, Management, Communications, Engineering, IT, or a related field.
• Equivalent relevant work experience may be considered in place of a degree.

We are an equal opportunity employer committed to a fair and inclusive recruitment process for all applicants.