Project Administrator

Job Description

Overview / ResponsibilitiesWood is hiring a Project Administrator in Dubai, UAE.

• Effectively and professionally greet and communicate with all visitors and employees to the office
• Providing general administrative assistance to the office; including but not limited to data entry, filing, photocopying, scanning
• Assisting the office with various special projects
• Receive, direct, and relay telephone calls in a friendly and professional manner
• Process incoming and outgoing mail, faxes, correspondence, and maintain logs
• Assist with the booking of company travel arrangements
• Set up and clean up after meetings, including setting up refreshments and lunches, etc.
• Prepare courier services (prepare waybills, packaging, labeling, and manage courier accounts)
• Maintain inventory of office supplies, food and beverages
• Coordinate maintenance of office equipment, including copiers, fax machines, computers, etc.
• Register and direct visitors to appropriate area/person
• Issue and maintain record of local visitor passes
• Serve as a point of contact for various inquiries
• Perform other duties as assigned
• Accountable for providing all systematic administrative support and technical assistance in an organised and cohesive manner for the entire Project Team, including travel arrangements, meeting room bookings, assisting visitors during business gatherings and organising all events/programs/meetings for the team, etc.
• Undertake Receptionist duties on adhoc basis? answer phone calls and ensure reception is always manned.
• Prepare correspondence, excel spreadsheets, power point presentations and meeting materials as directed.
• Develop an effective filing system for project key documents.
• Create and maintain project team technical documents and organisation charts (MS Visio).
• Assist with all local travel bookings and coordinate with Mobilisation Team on travel requirements. Ensure all travel requests are approved prior to booking travel.
• Coordination of new starts within the project team, ensuring desks, IT Equipment, phones, mobiles, etc are allocated in a timely manner.
• Acting as IT Helpdesk to assist on all IT requirements (installation, configuration, etc.)
• Ensure all project personnel CVs are in Wood format and keep database of these.
• Responsible for administrative task such as courier shipments, Office and Pantry Supplies requisition and maintenance, etc.
• Attend to clerical tasks such as general photocopying, scanning, collating and filing support to project team.
• Support and coordination of all project requirements.

Skills / Qualifications

• Experience in using a multiple phone line system
• Experience using Microsoft Office products (Outlook, Word & Excel)
• Excellent written and verbal communication skills
• Excellent organizational skills
• Ability to work efficiently and handle multiple tasks while maintaining a high degree of accuracy and attention to detail
• Professional telephone manner and appearance
• Outstanding customer service skills
• Ability to work independently and within a multi-disciplinary team environment
• Minimum two years of general office/clerical experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Highly motivated and self-reliant
• Attention to detail and problem solving skills

Company OverviewWood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world?s most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people. www.woodplc.comDiversity StatementWe are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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