Administrative Assistant

SYSTRA is one of the world’s leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA’s mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Reporting to the Project Senior Management team, the Administrative role is to provide full administrative support to the Project Team to ensure smooth, effective and efficient management of their project activities. In accordance with established procedures, the Project Administrative will perform a variety of routine and non-routine administrative, clerical, data collection, and report writing tasks specific to the project.

MISSIONS:

• Managing the creation and upkeep of design and construction records, which include correspondence, agreements, design documents, submittals, contract changes, daily reports, proposal requests, and payment applications, in alignment with the overarching document control system.
• Gathering statistics & general data to prepare reports for both internal & external use.
• Reminding project staff of timesheet submittals and maintaining staff time-off schedule.
• Reviewing time reports to verify accuracy of hours worked and corresponding project charges. Following up to ensure timely processing of corrections.
• Tracking paid-time-off hours charged and maintaining schedule of future hours to be taken.
• Creating & maintaining employee directory and related data pertaining to employees assigned to the project including company resumes.
• Receiving, sorting, and distributing mail. Answering the telephone, taking and relaying messages in a timely manner.
• Arranging meetings, recording accurate meeting minutes, and distributing them to the project team
• Preparing presentations.
• Maintaining the project database.

PROFILE:

• Degree holder
• Minimum 3-5 years’ experience in Administrative or Secretarial position
• Excellent written and verbal English
• Excellent knowledge of Microsoft Office (Excel, Outlook, PowerPoint & Word)
• Proficient in fast and accurate typing.
• Capable of handling stress, meeting tight deadlines, and exhibiting excellent time management skills.
• Strong organizational skills coupled with precision, attention to detail, thoroughness, and a commitment to maintaining a high level of confidentiality.
• Demonstrate ability to work effectively in a diverse workforce.
• Preferable with Basic knowledge of technical terminology in a construction or engineering environment.