Offshore Administrator

Offshore Admin Support to OCR -

Offshore Client Representative

Project:

Offshore Wind Project

Work Location: Norfolk VA

Pay Rate

: Not Defined / need Candidate’s requested rate

Work Schedule

: 3 week rotations starting Nov 1

Mob / Demob

: $500.00

Duration

: Initially One Year w/ annual extensions expected

Purpose

To provide dedicated administrative, documentation, and reporting support to Dominion’s Offshore Client Representative (OCR). The Admin Support ensures that daily reporting, record-keeping, and logistics interfaces are executed accurately and on time, enabling the OCR to focus on technical oversight, contractor performance, and client representation.

Key Responsibilities

- Support OCR in compiling Daily Progress Reports (DPR/DUR) in pre-defined format.

- Maintain time logs for contractors, vessel movements, transfers, and delays.

- Track claims, variations, and standby logs, ensuring proper documentation for commercial follow-up.

- Maintain a notes register for offshore observations, clarifications, and decision points.

- Record and issue Minutes of Meeting (MoM) from Daily Construction Call, Daily SIMOPS Call, and other coordination meetings.

- Ensure distribution lists are applied correctly and MoM are logged and archived.

- Track and close out action items from meetings, highlighting overdue actions to OCR.

- Maintain overview of personnel on board (POB) lists, check-ins/check-outs.

- Support logistics interfaces: cargo manifests, clearance, customs, and CVOW-regulated permitting requirements.

- Track and update deck allocations and logistics dashboards, interfacing with PTW & Logistics Coordinator.

- Maintain offshore document control register: DPRs, permits, reports, correspondence.

- Ensure correct naming conventions and revision control are applied to shared files.

- Prepare daily executive summaries for OCR to pass upwards to Dominion PMO.

- Assist in compiling lessons learned registers during and post-campaign.

Must Haves – Offshore Admin Support to OCR

- Offshore Experience:

Prior administrative/document control or project support role in offshore wind, marine construction, or similar heavy industrial projects.

- Daily Reporting Skills:

Proven ability to compile and issue Daily Progress Reports (DPR/DUR), time logs, and claims/standby logs with accuracy and timeliness.

- Meeting Documentation:

Experience recording, formatting, and distributing Minutes of Meeting (MoM) from coordination calls (e.g., SIMOPS, daily construction).

- Document Control Competency:

Skilled in maintaining registers, ensuring correct naming conventions, version control, and proper archiving of offshore project files.

- Logistics Interface Knowledge:

Familiarity with POB (Personnel on Board) tracking, deck allocations, cargo manifests, and customs/clearance processes.

- Technical Tools:

Proficient in MS Office (Word, Excel, Outlook, SharePoint, Teams) and familiar with project management/logistics dashboards.

- Certifications:

Valid offshore survival/safety certifications (e.g.,

GWO, BOSIET, HUET, Working at Heights

).

- Behavioral Traits:

Detail-oriented, reliable under workload, proactive communicator, and able to handle high-volume administrative tasks during peak construction activity.

- Confidentiality:

Ability to responsibly handle sensitive claims, contractual logs, and commercial follow-up documentation.

- Right to Work:

Legally authorized to work in the U.S. (no visa sponsorship).

Behavioral Expectations:

- Structured & detail-oriented: maintain accuracy in time logs, DPRs, and claims without cutting corners.

- Reliable & punctual: deliver daily reporting on time — no slippages.

- Proactive communicator: flag gaps, unclear inputs, or missing contractor data early to the OCR.

- Confidential & professional: handle sensitive claims/contractual logs responsibly.

- Collaborative & supportive: work seamlessly with OCR, PTW Coordinator, and contractors to extract data without friction.

- Calm under workload: ability to handle high administrative volume during peak periods (e.g., heavy lift windows, cable pull-ins).

Interfaces

- OCR: primary reporting line; supports OCR’s daily deliverables.

- PTW & Logistics Coordinator: align on POB, deck allocations, manifests, customs clearance.

- Contractor Admins (SEMCO, DEME, Prysmian): collect daily inputs for DPR/time logs.

- Onshore PMO & Commercial Teams: provide accurate claim/time data for cost allocation and dispute resolution.

- Riverbend OIM & Vessel Admin: align on welfare, accommodation, POB, and vessel reporting.