Job Overview

We are looking for an Administrator to arrange transportation to and from Ascension Island.

Main Duties

• Arrange transportation from staff registered home address to and from Ascension Island.
• Arrange transportation and accommodation for staff attending training courses.
• Cooperate with staff to determine their needs and advise on travel dates, and the most cost effective modes of transportation and accommodation.
• Plan and organize travel by booking flights, hotels, trains, taxis and rental cars.
• Provide relevant information to staff associated with travel, visas and passports.
• Ensure all bookings are approved.
• Keep staff up dated with changes to travel plans.
• Deal with occurring travel issues.
• Network with travel agents; contractual matters to be referred to line manager.
• Arrange staff transfers to and from Ascension airport, provide information to Plant and Transport section.
• Liaise with visitors and contractors, provide information on entry requirements passport, visa and security clearance.
• Submit visit notification requests, arrange flights, accommodation and Ascension airport transfers.
• Maintain records. Populate folders with confirmed bookings on shared drive N:\.
• Enter catering and airhead timesheets on Maximo, ensure data is correct, extract overtime for payroll.
• During periods of Admin absence, increased workload or changes in job roles, assist Admin colleagues:
• Helpdesk – receive calls, raise works orders, organise accommodation access, chasing up outstanding works.
• Planned maintenance – record completed works raise reactive works orders.
• Timesheets – record time worked on assigned work orders; collate overtime for payroll.
• Maintain a clean and tidy office.
• Carry out other tasks as directed by Line Manager
• Comply with General Data Protection Regulation. Staff information is confidential. It is a condition of employment that you will not use or disclose any confidential information obtained during the course of your duties.
• Consult with line manager for clarification on administration matters or agreement to consult with third parties.
• Contribute to effective contract performance by working closely with all the teams/team members to support the implementation of company policies and strategies in order to achieve the business objectives.
• Identify and foster sound working relationships with key client personnel, understand their requirements and share the knowledge across all the management team.
• Develop and foster positive relationships with the Mitie management and project team to ensure works are implemented and ensure timely reporting of management information is achieved.
• Proactively supporting works to ensure the consistent application of quality high standards demanded by the Contract.
• Provide support to visiting contractors as required.

What we are looking for

• GCSE in English and Maths (Grade C and above) or equivalent.
• Focused, well-organized, motivated team player with a ‘can do' attitude.
• Pays good attention to detail, ability to interpret and record works accurately.
• Experience of working with Microsoft Office applications.
• Has finely-tuned customer service skills. Ability to interact, communicate effectively, friendly, approachable.
• Will prioritise workload to meet deadlines.
• Will pass on knowledge, their experience and show willingness to assist others.
• Will develop positive, supportive working relationships with team and colleagues.
• Keenness to pro-actively improve housekeeping.
• Driving licence.
• Desirable – experience of working in a military environment.

Additional information

• Ascension Island, South Atlantic Ocean (ASCN 1ZZ)
• Full Time
• Notice period 2 months
• Hours worked per week - 47.5 hrs
• 80 days leave excluding weekends. There will also be an entitlement to the Ascension Island Bank Holidays.
• Unaccompanied
• Length of tour 24 months
• Site allowance 5%
• Tour bonus 10%
• Compliance requirements – Ascension Island Government eVisa BPSS Security, Medical and Dental