Job purpose:
Works closely with Senior Project Manager and the Projects Team to provide administrative support. Helps Senior Project Manager and the Projects Team to make the best use of his/their time by dealing with secretarial and administrative tasks. Handling confidential information and therefore able to work with sensitive information in a professional and confidential manner. Coordinating meetings and managing schedules. Relay accurate information through phone conversations, emails, faxes and other forms of communication. Administrating company related software.
Job Responsibilities:
- Provide administrative support in respect of all planning applications
- Ensure departmental policies and procedures are adhered to and support the department in achieving business objectives
- Ensuring work is carried out in conformance to company procedures
- Coordination with other departments to facilitate good working relationships
- Prepare minutes of meetings.
- Following up with suppliers to ensure quotations are received in a timely manner
- Ensure that all PO's are issued for all approved work
- Match invoices with PO's and goods received notes
- Provide all documentation related to projects to the Document Controller to be uploaded in the DMS
- Assist in administering all paperwork required to ensure compliance with regulations
- Ensure all paperwork is submitted to authorities within required notice periods
- Filing, scanning, photocopying and general document preparation
- Transcription of recorded notes
- Diary management
- Maintaining schedules of core information, and checking that the information is kept regularly updated.
- Coordinates within the company, therefore understanding the approvals process and DOA Reviews.
- Supervise and coordinate activities of staff including ensuring leave coordination
- Devising and maintaining office systems to deal efficiently with paper flow
- Ensuring via the creation, modification and /or authoring where necessary of SOPs, the efficient management of processes within the organization.
- Organizing and storing paperwork, documents and computer-based information including DMS.
Qualifications:
- High school completion as a minimum, ideally with a bachelors in business administration or similar.
- 10 years Admin experience with 3 years+ in a senior role.
- Strong administration and organizational skills
- Good telephone manner and communications skills
- Excellent computer literacy with knowledge of the Microsoft office suite (Word, Excel, Outlook and Access)
- Working knowledge with SAP
- Previous experience of purchasing processes would be beneficial
- Experience of working within a construction environment would be an advantage
- Expert level written and spoken English is essential, Arabic an advantage.
- Confidence and ability to remain calm when working under pressure.
- Ability to work in a fast paced environment, sometimes under pressure, whilst remaining flexible, proactive, resourceful and efficient.
- High level of professionalism and confidentiality is crucial.
