Job Details
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Job Description
The Position Covers In Particular:
General Office Duties
- Photocopying, post, fax, mails, filing, phone, stationery, etc...
Meetings / Appointments
- Arrange meetings and appointments for Managers and engineers
- prepare minute of meetings (Monthly Management, Interface, progress meetings etc)
Correspondence, Documentation, Reports
- Prepare and edit/correct letters proposed by the team when needed
- Check and print the incoming Aconex correspondence
- Quick check to detect early potential critical issues on behalf of the Project Director
- Record incoming/outgoing documents and maintain the register (including comment sheets)
- Liaise with Doc Control and Contract Manager to maintain Correspondence management
- Dispatch, file and Aconex incoming / outgoing documents
- Prepare ppt presentations, type memos for the project team when needed
- Collect and dispatch monthly reports (HS, Quality, HR, etc…)
- Maintain Register of RFI
Procurement Assistance
- Assist the team with requisitions, quotations, placing and expediting of service / rental / works / purchase orders for values <50,000 EGP
- Follow-up small orders status and inform commercial manager
- Help prepare Purchase Requests in the purchasing tool
Personnel
- Collect, record and dispatch personnel time sheets
- Maintain holiday planning, Control leave and movements of personnel,
- Arrange travels and accommodation (example for FAT for the team and the Client)
General
- Supporting the Project Director and the team in organizing and maintaining an efficient flow of information and documents between different internal and external parties including Consortium Partners, Client, Potential subcontractors.
Job Requirements
- Candidate must have at least 5 years of experience as an administrative assistant, performing the duties described above preferably in a technical/construction environment
- Good understanding of technical and contractual vocabulary is required
- Skills in word processing and spreadsheets software is a MUST
- Experience in document control systems is a plus
- English proficiency is mandatory – French is a plus
- Key interpersonal abilities
- Organized in order to mitigate conflicting priorities
- Good interpersonal and communication skills
- Able to work as a part of a team
- Able to work under pressure
- Sense of confidentiality
