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.