Project Secretary
Worleyparsons - United Arab Emirates
مجموع سنوات الخبرة :11 years, 2 أشهر
1. Responsible for all incoming / outgoing calls, transferring calls, taking and relying messages to concerned staff.
2. Provide administrative support, to the Project Managers but not limited to request for release of passport, vacation leaves and financial matters such as petty cash for project expenses.
3. Responsible for all office jobs such as typing memos, weekly and monthly reports, correspondences, inspection requests and other clerical work required by Project Managers and Engineers assigned in the Project.
4. Perform other duties as directed by the Project Managers.
5. Assist Document Controller in identifying / monitoring all correspondences / documents (incoming and outgoing) that require response / comments/ approval of the Project Manager.
6. Coordinates with the Head Office Administration Department with regards to personnel.
Qualities and Skills Acquired:
• Able to demonstrate proficiency in the responsibilities of the role
• Demonstrated experience of working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• Demonstrated proficiency in using Microsoft Outlook, Word and Excel
• Smart, professional dress, personal presentation at all times, confident, courteous and helpful manner, punctual and reliable
• Ability to manage and prioritize tasks and time efficiently
Responsibilities:
1. Controls all correspondence produced by TECHNIP, third parties involved in the Project (COMPANY, vendors, etc.) during the engineering phase,
2. Supporting and facilitating the completion of regular reports (Weekly Progress Report and Monthly Report) and assists the Project Team in the day-to-day administrative tasks
3. Provides full secretarial and administrative assistance to Project Manager,
4. Organizes and controls all Project to secretarial activities and keeps available stock of office consumables including for printers, fax machines and copiers, including smooth reception of fax during the week end.
5. Writes, organizes and controls Project correspondence identification number and central filing,
6. Arranges office space for the Project Team and controls the optimal use of office computers facilities,
7. Issues and controls notice to COMPANY/Site for staff travelling on business, and liaise for accommodation and travels,
8. Organizes Project meetings and meeting facilities,
9. Tracks and maintains Personnel Mobilization Chart,
10. Organizes and maintain Project Correspondence Database (PCB) and Engineering Document Database (DDB)
11. Follow up and close open issues from client and contractor
12. Sends technical enquiry to vendors
13. Entertains phone calls and coordinates with other departments (Engineering, Proposal, IT, General Services, PRO etc., ) for the smooth running of the project
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