Planning Assistant

Roles and responsibilities

We design, build, manage and maintain infrastructure for the energy industries. Our comprehensive and tailored service offering covers each stage of the project life cycle and a variety of commercial models, giving our clients the flexibility, they need.

Primary Duties

Receive purchase requisitions, material requisitions from various discipline engineers and log those to Petrocept and issue to Procurement department under the cover of an inter office memo, assist the document controller in reprographics, scanning.

 Distribute internally the copy of the transmittals within the respective project team and site (if deemed fit) according to the distribution matrix assigned.

 Receive and Distribute Shipping release notes to site from expediting team.

 Log all incoming correspondences such as faxes, emails, and reference numbers.

 Receive vendor documents from the quality control engineers and duly stamp the approval status.

 Perform other duties as and when required by the supervisor

Minimum Requirements

High School degree with 3-5 years of minimum experience working with Document Control.

• Data Collection and Analysis: Assisting in gathering data related to planning projects, which could include market research, demographic data, budget figures, or resource availability. You may also assist in analyzing this data to help make informed planning decisions.

• Report Preparation: Helping to prepare planning reports, including compiling data, generating visual reports (charts, graphs), and summarizing key findings to assist senior planners in decision-making.

• Scheduling and Coordination: Assisting with the scheduling of meetings, appointments, and tasks related to planning projects. This can include coordinating with internal and external stakeholders, tracking deadlines, and ensuring that timelines are followed.

• Document Management: Managing, organizing, and filing planning documents and records. This could involve maintaining databases, ensuring that project files are up-to-date, and ensuring compliance with document retention policies.

• Assisting in Project Execution: Supporting project planners and senior managers in implementing plans, monitoring progress, and adjusting schedules or resources as necessary.

• Communication Support: Facilitating communication between the planning team and other departments or external parties. You may be responsible for sending out communications, meeting notes, and ensuring that everyone involved in a project is informed of the latest developments.

• Research and Market Analysis: Conducting research into trends, competitors, market conditions, or regulatory changes that might affect the planning process.

• Tracking Budgets and Resources: Assisting with budget tracking for planning projects, ensuring that resources are allocated effectively and within budget.

• Preparation for Presentations: Assisting in preparing presentations for internal stakeholders, clients, or management, which might include summarizing plans, project statuses, and research findings.

• Compliance and Regulations: Helping ensure that planning processes are in compliance with industry-specific regulations or organizational policies, including safety standards, environmental guidelines, or financial constraints.

Desired candidate profile

• Organizational Skills: Strong ability to manage multiple tasks, prioritize them effectively, and keep track of various projects or deadlines.

• Communication Skills: Proficient in both written and verbal communication, with the ability to present information clearly and concisely, whether it’s in reports, emails, or meetings.

• Attention to Detail: Ensuring that data and reports are accurate, and tracking all the moving parts of a project so nothing is overlooked.

• Time Management: Being able to manage your time efficiently, juggle multiple tasks, and meet deadlines without sacrificing the quality of work.

• Problem-Solving: Ability to assist in identifying issues that may arise during the planning process and helping find solutions or alternative options.

• Analytical Thinking: Strong ability to analyze data and information, identify trends, and assist in decision-making.

• Software Proficiency: Familiarity with planning, project management, and data analysis software. Common tools might include:

  • Microsoft Office (Excel, Word, PowerPoint)
  • Project Management Tools (e.g., Trello, Asana, or MS Project)
  • Data Analysis Tools (e.g., Google Sheets, Tableau)
  • GIS or Planning Software (in urban planning, software like ArcGIS may be required)

• Team Collaboration: Ability to work effectively with team members and other departments, ensuring smooth coordination on planning-related tasks.

• Adaptability: Being flexible in adjusting priorities or tasks as projects evolve or new information becomes available.