Project / Office Assistant

Job Description

Project/ Office Assistant – Abu Dhabi Based  

Job Requirements – Main Activities:  

• Perform full secretarial and administrative support duties towards the department.  
• Write and prepare type standard paperwork and correspondence (letters, memo, minutes,  presentations etc) under dictation or draft in English associated with managers or other  professionals.  
• Define and produce non-standard reports.  
• Screen telephone calls and take messages or redirect as necessary and answer questions on business related issues.  
• Represent first point of contact for visitors to the company.  
• Control movements of incoming and outgoing visitors and contribute to their awareness of  Company safety guidelines.  
• Organise, actively contribute to the organisation of meetings, conferences & business events in coordination with various parties.  
• Maintain schedules for both Department Managers & section heads (managing agenda).  
• Register, record, and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc.  
• Maintain appropriate filing system by organising, archiving, controlling and retrieving produced/received documents/reports (e.g. assigning codes etc.);  
• Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings;  
• Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc.);  
• Carry out general administration / process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange  flight/hotel reservation);  
• Communicate with internal / external parties to ensure coordination of business processes (e.g. Availability of offshore travel documents by personnel and contracting companies etc.).  
• Carry out basic contacts administration (e.g. verification of contracts rates, call off, invoices, etc..)  
• Requisition standard goods/stationery for the departments / sections;  
• Carry out basic administration and paperwork process (photocopy / scan, dispatching and filing of documentation)  
• Actively contribute to the general cleanliness, hygiene and safety of the premises and to the observance of company rules and procedures;  
• Ensure confidentiality of information and security of critical documentation whenever applicable.  
• Plan, schedule and control a variety of work processes and own resources to complete periodic administrative / technical assigned tasks  
• Oversee the offices and the needs of the personnel who are permanently or temporarily assigned there, and to coordinate with the assistant in the headquarters.  

Others tasks:  

• Contribute to the overall effectiveness of the business by performing secretarial duties, providing administrative/technical support, or carrying our clerical tasks within entity of assignment.  
• Contribute to the good public image of Company through harmonious relations with internal and external third parties, through completion of work within reasonable timescales and quality/accuracy, and through compliance with company HSE and code of conduct orientations.