Service Support P&H Naval

Overview of Position

The Service Support role underpins Naval service projects by maintaining schedules and trackers, administering progress claims, collating/submitting MDR/TPCC packages, coordinating purchase orders and invoices and managing meeting records. Service Support works closely with the Service Manager (overall customer focus) and Service Engineers (engineers owning tasks end-to-end) to ensure accurate, timely information flow across all active ships and tasks. The role has an administrative focus; technical authorship and technical decisions remain with engineers and the Service Manager.

Accountabilities 

Scheduling & coordination

• Build and maintain task/ship schedules and trackers; chase updates; keep due dates current.
• Maintain master plan for workshop and field service jobs.
• Consolidate weekly status inputs from Service Engineers and prepare the weekly task progress report for the Service Manager.
• Support portfolio cadence (prep packs, action registers, concise RAG/status summaries).

Customer & meeting support (administrative capacity)

• Attend daily de-conflict meetings to capture actions/decisions, update trackers, and document minutes.
• Support weekly customer meetings: prepare agenda/pack, minute actions, follow up owners and due dates.

Claims and Task Completion Documentation (MDR & TPCC)

• Populate progress claim forms and collate OQE from Service Engineers; validate completeness and route for approval/submission.
• Collate, quality-check and submit MDR/TPCC packages.

Procurement administration (suppliers/contractors)

• Create POs and process invoices in line with approved requests.
• Coordinate with Service Engineers (who handle RFQ/PO content with suppliers/contractors) and keep the Service Manager informed of impacts/variations.

 Information management, templates & tools

• Maintain the template library and customer forms on shared drives; manage Beakon access and notify stakeholders of updates.
• Maintain orderly document control and filing (trackers, minutes, OQE, reports) to audit-ready standards.
• Operate required systems: Beakon, Cryptshare, Export-Control drive, shared drives, and standard office tools.

 Compliance & governance

• Ensure submissions meet formatting, completeness, confidentiality and export-control requirements.
• Uphold naming/versioning conventions and record-keeping policies.

 People & Mobility Support

• Support engineers with letters of invitations and visa applications and travel arrangements.
• Support engineers with ship / site induction requirements.
• Train nominated team member to cover their duties while on leave.

Qualifications

• Organised with strong ability to juggle competing priorities.
• Excellent communication skills and the ability to maintain effective professional relationships with a range of internal and external stakeholders.
• Ability to work well under pressure within tight deadlines.
• Conscientious with meticulous attention for detail.
• Independent and able to work under minimum supervision.
• High level administrative skills.
• Proficient in MS office with ability to quickly learn specialised software.

Key Contacts

Internal

• Reports to Service Manger P&H Naval
• Local service engineers, internal account management, other technical teams within Kongsberg

External

• Customers, travel service providers, logistics providers, international consulates

Added Advantage (experience in)

• Engineering and technical field
• Project management