Administrative Assistant  

Admin Assistant to Project Management Department responsibilities includes working closely with the Head of Project Management Department to prepare comprehensive action plans, including resources, timeframes, and budgets for projects. He /She will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling other queries as well. Succeeding in this role requires excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

Ultimately, the duties of this role are to ensure that all projects are completed on time, within budget and meet high-quality standards.

RESPONSIBILITIES

• Coordinate project management activities, resources, equipment, and information
• Responsible for the preparation and monitoring of Document Transmittal (Incoming and Outgoing) of the project
• Preparation of Submittals (Materials and Equipment).
• Responsible for filing of Documents (Incoming and Outgoing).
• Preparation of Letters/Documents of the project.
• Filing of Weekly Reports and Minutes of the Meeting.
• Responsible for updating Approved Submitting.
• Preparation of Change Orders.
• Responsible in preparation of Turn-over Documents.
• Liaise with clients to identify and define requirements, scope, and objectives
• Assign tasks to internal teams and assist with schedule management
• Make sure that clients’ needs are met as projects evolve
• Help prepare budgets
• Analyze risks and opportunities
• Oversee project procurement management
• Monitor project progress and handle any issues that arise
• Act as the point of contact and communicate project status to all participants
• Work with the Project Manager to eliminate blockers
• Issue all appropriate legal paperwork (e.g. contracts and the terms of agreement)
• Create and maintain comprehensive project documentation, plans, and reports

• Candidate must possess at least a Bachelor’s/College Degree in Business Studies/Administration Management, Marketing, Commerce, or equivalent
• Strong analytical and planning skills
• Strong organizational skills and very good attention to detail
• Excellent verbal and written communication skills
• Good presentation skills
• Ability to multi task and prioritize
• Proficiency in Microsoft Office