Administrative Assistant

**Job Summary and Purpose**: **Accountabilities**: **Key Accountabilities**: Vessels & Projects Coordinator Scope 1. Coordinate Superintendents, Service Engineers and Ship Owners’ logistic requirements prior to Vessel arrival. 2. Prepare welcome letter and hospitality arrangements prior to Superintendents arrival. 4. Receive Superintendents and Service Engineers upon arrival at the yard and coordinate Safety Induction and other logistic arrangements (PPE, Office facility, refreshments). 5. Handover Gate passes, mobile phone, PPEs, office and bicycle keys. 6. Coordinate transport and accommodation for Superintendents, Owners’ Representatives and Service Engineers. 7. Ensure Superintendents’ and Service Engineers office & facilities support and daily cleanliness. 8. Attend Project kick-off meeting with Project team and Superintendents. 9. Conduct, tabulate, broadcast and safekeep Customer Feedback Forms at the end of each project (reviewed by Officer level and above). 10. Organize End of Project Gathering/ Tournament / Event / Outing for Superintendents and Ship Crew etc. 11. Assist Superintendents with DHL / Courier Services upon completion of projects. 12. Collect mobile phones, gate passes, meal pass / privilege card, office and bicycle keys at end of each project. 14. Prepare relevant reports: - Project Daily Spreadsheet and Updates - Business Visa and Gate pass Daily Status - Cost Recovery Report to Procurement & Contracting Section on monthly basis - Project Expense sheet to Commercial upon job completion (for Cost Recovery) - Back charges to Projects - expense sheet to Commercial Officer (reviewed by Officer or above) - Daily tracking spreadsheet and send to PJM and Commercial team. 15. Prepare SCR and PR for Projects **Accountabilities - 2**: **Events & Visits** 16. Support the safe and timely execution of visits & events. 18. Prepare meeting room, check facilities, presentation materials and meals arrangements. 19. Arrange transport and accommodation as required, per visit. 20. Coordinate Yard Tour arrangement with Ops, HSSE & GS Hub. 21. Complete Customer Visit Reports and circulate within team. 22. Check on condition of First Aid kit and Safety signage, coordinate availability of Safety Marshall & conduct of Safety Moment. 23. Generate relevant reports after the visit - Project Expenses Report, Customer Visit Report. **Others** 24. To support Clients & Visitors during contingency situations. 25. Perform other responsibilities, as assigned, by Manager such as responding to queries to public and other external parties during Crisis Management situations. 26. Ensure compliance with Health, Safety, Security and Environment standards, policies, procedures and work instructions. **Accountabilities - 3**: **Accountabilities - 4**: **Competencies**: Achievement Oriented Collaboration & Teamwork Customer Centricity Drive Vision Empower & Nurture Talent Interactive Communication Solution Oriented **Key Result Areas**: Timely & efficient execution of work processes that lead to consistent delivery of work outputs and customer services. The objective is to achieve very good score (> 9 points) for each Customer Feedback on the services, facilities & standards provided. To verify & prepare cost recovery for accommodation-related services provided by sub-con/service provider to N-KOM Client, Sub-con & Visitors, on a timely basis **Interactions and Working Relations**: **Internal**: Management Team General Services Hub Government Affairs Commercial & Marketing HSSE Finance Project Managers P&SC including Warehousing & Contracting Purpose: Coordination of visa, gate passes and smooth access to yard facilities, admin/logistics support, customer feedback collation, cost allocation & recovery **External**: Clients & Subcontractors Purpose: Coordination of visa, gate passes and smooth access to yard facilities, admin/logistics support & customer feedback collation **Financial Authorities**: As per TOFA **Qualifications, Experience and Job Skills**: **Qualifications**: - Advance Diploma with proven track record of 3 years of experience in the service industry (marine industry will be advantageous), key account management, customer relationship building and related professional area; or - 2-year experience with degree from an accredited university in Business Management, Hospitality, Business Administration, or related work experience. **Experience**: - Minimum of 3 years’ experience in customer service delivery environment. **Technical Competency**: - Record Keeping and Document Control **Administrative Assistant (Visa/Gate)**: Department: Commercial & Marketing City: Ras Laffan **Job Segment**:Secretary, Administrative Assistant, Business Manager, Procurement, QA, Administrative, Management, Operations, Quality