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Administrative Support Specialist

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar Energy Job Search Full time
About Us

At Energy Job Search, we specialize in matching exceptional talent with key roles that drive innovation and success in the oil and gas industry. Our mission is to align skilled professionals with forward-thinking companies, ensuring a perfect fit for both candidate and employer.

We take pride in being the matchmakers for top talent and the ideal roles that propel careers and organizations forward. Let us navigate your career journey or help you find the ideal candidate to power your team.

About The Role

We are actively seeking an Admin Assistant for a national oil and gas operator in Doha, Qatar. This role requires strong organizational and planning skills, as well as excellent communication and teamwork abilities. The ideal candidate will be able to work under pressure and use their own initiative to deliver high-quality results.

Key Responsibilities
  • Manage the direct supervisor's calendar, scheduling meetings and appointments, answering questions, and meeting requests directed to the direct supervisor, and ensuring proper coordination and notifications.
  • Prepare correspondence, compile reports, presentations, and other materials, handle information requests, and perform clerical duties as required by the direct supervisor.
  • Coordinate and/or execute all office administration, secretarial, and clerical services in the direct supervisor's office.
  • Represent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responses.
  • Receive, filter, direct, and/or relay telephone, mail, and fax messages and arrange conference calls for the direct supervisor.
  • Ensure the availability of a full range and appropriate administration resources, services, and utilities, including office equipment, stationery, refreshments, etc., in the direct supervisor's office.
  • Provide administrative support to the direct supervisor, including organizing meetings, coordinating agendas, facilitating regular submittals and approvals, and tracking action items for completion to ensure specific deadlines are met.
  • Assist in conducting basic research, preparing, compiling, and/or summarizing reports for the direct supervisor and briefing the direct supervisor as required.
  • Interface between the direct supervisor's office and others, ensuring smooth flow of information and documents as required.
  • Establish and update a filing system for all documents in the direct supervisor's office for tracking and reference.
  • Maintain appropriate control on access and custody of confidential matters and documents in the direct supervisor's office, ensuring proper authority and approvals are obtained prior to such access.
  • Assist in handling special projects/assignments as directed, such as coordinating special events and other corporate functions by serving as liaison between concerned parties and the direct supervisor's office.
  • Prepare and implement Document Control Methodology and System.
  • Develop and update the Document Distribution Matrix.
  • Register, code, distribute, and file in a centralized filing system, all incoming and outgoing technical and commercial documentation.
  • Ensure that the latest version of documents is timely made available to users, especially at plant site.
  • Validate that the Project Document Control System is in line with the Project Document Control Procedure.
  • Monitor and expedite Owner's review & approval turnaround time of documents to meet Contracts requirements.
  • Compile statistical report on documentation turnaround time.
  • Monitor Document Control KPI.
  • Register and report Non-Conformity in Document Control by users and recommend potential Actions Plan to mitigate issues.