Administrator (Arabic Speaker)

Job Description

We are looking for an Administrator to be based in Abu Dhabi, UAE.Assistance to the Executive Director

• Providing suitable assistance to support the Executive Directors work habits and preferences.
• Management of calendar and travel arrangements.
• Preparation and formatting of various documents such as CVs, personnel approval forms, presentations, reports, organizational charts and letters.
• Completing research on behalf of the Executive Director
• Screening email communication and responding to emails as appropriate.
• Prioritizing email and response actions.
• Screening of phone calls, enquiries and requests, and handling them when suitable or directing to appropriate teams.
• Write and distribute email, correspondence memos, letters and forms.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Troubleshooting of problems as and when they occur.

Assistance to the Team

• Preparation of IT kit and stationeries for the staff.
• Maintain contact lists and project directories.
• Answering and forwarding telephone enquiries.
• Coordinating travel plans for the executive team as and when needed.
• Making arrangements for meal orders, transportation, and other requests.
• Proofreading and editing drafts of reports, emails, and other work for the executive team.
• Assist in the preparation of regularly scheduled reports.

Assistance to Various Projects/Programme teams:

• Works on various ad-hoc projects in Abu Dhabi covering all areas of administration and control of documentation for a project and associated paper works in accordance with the Quality Management System.
• Archiving and management of documents.
• Maintaining logs of incoming and outgoing registers.
• Following the document control procedures that have been issued.
• Liaise with the Document Control team on the document numbering, templates and project specific requirements
• Formatting of documents and ensuring correct document template is in use.
• Supports project leads to set up folders for new projects.
• Producing various document logs to ensure that the data is available for the project management team.
• Ensure documents forwarded by staff are approved/signed by the Executive Director and return to them on time.

General office management:

• Being the first point of contact for internal and external clients.
• Update and maintain office policies and procedures.
• Arrangement of seats.
• Arrangement of events.
• Ensure cleanliness and office equipment are working.
• Other duties as assigned.

Requirements:

• Proven experience as an administrative assistant or office admin assistant at a similar level.
• Proficiency in MS Office (MS Outlook, MS Word and MS PowerPoint, in particular).
• Must be good at communication both Arabic & English.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines, etc.
• Excellent written and verbal skills.
• Strong organizational skills with the ability to multitask.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• The ability to make decisions and use initiative.
• Ability to manage a fluctuating workload and maintain a calm disposition at times when working under pressure.
• A positive and team-oriented outlook.
• Ability to lead by example and share best practices with peers.
• Keen to learn and continue developing.
• Good level of personal confidence and resilience.
• Ability to lead/manage.
• Confidence to proactively work unsupervised and on your own initiative.
• Experience or understanding of the Construction / Engineering industry would be advantageous, however not essential.
• Knowledge of Aconex system is an added advantage
• Arabic read/write will be preferred

Rewards & Benefits:We offer an excellent package which includes:

• A competitive salary
• Transportation allowance
• Medical and life insurance cover
• Annual leave
• Company gratuity scheme
• Discretionary bonus scheme
• Annual flight allowance to point of origin
• Employee Assistance Programme ? 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants.

SNC Lavalin?s Faithful+Gould business is one of the world?s leading integrated project and programme management consultancies, with over 2,400 professionals operating worldwide.Our aim is to protect and maximize our clients? interests throughout the planning and delivery of projects, ensuring they are delivered on time, on budget. We pride ourselves on collaborating with client teams and developing long-term relationships.Key services include - Project management, programme management, project controls, commercial management, cost management and expert scheduling and construction planning.Our industry is going through a digital transformation and we have been investing in and pioneering digital methods to improve all aspects of our service. We have focused our digital transformation around platform modernization and product development and through standardization and automation, we are achieving efficiencies that are directly passed on our clients who benefit from a consistent quality of service as well as the savings.Active in the Middle East for over 20 years, we have offices in the UAE, Qatar, Oman and Saudi Arabia. We hire and retain only the best people in the industry. Our success is built on recruiting ? and then developing ? brilliant people from a broad range of professional and cultural backgrounds. It?s precisely this diversity of talent that sets us apart.

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