Document Admin – Tech Assistant

3 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar lxbfYeaa Full time

Main Responsibilities:

  1. Responsible for all records of technical documentation and control within the project information system.
  2. Responsible for all updates and multi-discipline held in Document Management Systems.
  3. Responsible for providing all secretarial, administrative and logistics assistance to the EPRS Club Enhancement Project Division Manager and PMT, including time management, staff supervision, internal and external correspondence and clerical responsibilities during the tendering and execution phase of the project.

Primary Accountabilities:

  1. Ensures proper adherence to Company Policy and Procedure concerning management archiving and retention of company documents records and data.
  2. Provide a complete correspondence service for the EPRS Club Enhancement Project Division Manager and PMT Leads, routing correspondence as necessary and typing/drafting replies where appropriate.
  3. Organize and retrieve data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems.
  4. Provide a time management diary and ensure EPRS Club Enhancement Project Division Manager is fully prepared for scheduled meetings.
  5. Prepare memos/communication, including workflows and any other documentation as directed by the EPRS Club Enhancement Project Division Manager and PMT Leads.
  6. Coordinate with Contractors' counterparts for communication to organize meetings and site visits.
  7. Maintain records/files, replenish stationary and arrange servicing of office equipment.
  8. Make travel arrangements in a time-effective way, including complex itineraries/venues, ensuring the most effective use of EPRS Club Enhancement Project Division Manager's time.
  9. Coordinate and administer any Contractor-provided training to Company PMT personnel.
  10. Provide assistance to the PMT Leads in the preparation of any ad hoc reports and management information to satisfy internal and external requirements.
  11. Liaise with the providers of information at all levels of the Project organization to ensure timely provision of the information required to fulfill the overall Project reporting objectives.
  12. Prepare minutes of Project Management meetings as required.
  13. Coordinate provision of Graphics Services for management reports and presentations.
  14. Supervise, liaise and coordinate with various Project personnel to prepare material for management presentations.

Experience and Qualifications:

  1. Minimum Secondary school (12 years) and vocational training for secretaries plus 8 years' experience in a similar position with a recognized corporation.
  2. Good command of written and spoken English.
  3. Advanced keyboard and PC skills including Microsoft Office Applications (Word, Excel & PowerPoint).
  4. Familiar with SAP usage and entries.
  5. Ability to prepare good standard reports and presentations in the English language.
  6. Sound communication, planning and organizational skills.
  7. Able to handle work independently and proactively.
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