Job Description

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.

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