Administrative Assistant II

Primary Responsibilities:

• Assist the project team with document preparation and formatting using company templates, including reports, presentations, and correspondence.

• Prepare minutes of meetings for Project Managers and Functional Leads.

• Assist the Project Secretary in the coordination of project events, including large project functions.

• Facilitate project and building inductions and project induction booklet.

• Prepare package stationery for new project team members.

• Liaison with ICT to facilitate timely response to project-related IT issues.

• Assist other team members of the project services.

• Provide administrative support to the Project Secretary and project personnel.

• Responsible for incoming and outgoing mail.

• Assist in setting up meeting room bookings, catering orders and special project requirements.

• Ensure office consumables are made available to Project personnel and coordinate regular stationery orders.

• Manage basic to intermediate project database spreadsheets and ensuring they are kept up to date.

• Provide the team with project-related information and carry out research when required.

• Carry out general adhoc administration duties, as required.

• Issuing IR’s through our system.

• Preparing temporary access for the site visit for engineering and the employees need to visit the site when required.

• Creating and maintaining organizational charts.

• Responsibility for the company belong such as stationery, and offices keys at the project floor.

• Supporting our clients for parking request, visitor parking and offices requirements.

• Reporting any safety violation to HSE department.

• Reporting any facility problems to the facility department.

• Preparing letters for the managers and modification letters error.

• Issuing gate pass.

• Preparing documents transmittal for the letters for outgoing. (And any assignment or task assign to you by your Line Manager).

Qualifications:

• Must have Bachelors degree.

• General secretarial experience.

• Excellent written and verbal communication skills.

• Experience in Microsoft Office suite of products.

• Able to operate in a team environment with proven ability.

• Able to undertake tasks with minimum supervision.

• Able to coordinate activities to meet deadlines in a timely fashion.

• Previous experience with Engineering background advantageous.