Administrative Assistant / PRO

Job description / Role

Gannett Fleming is looking for an Administrative Assistant/PRO to join our team in Abu Dhabi. Successful candidates should possess prior experience in a professional office environment; demonstrate excellent inter-personal and communication skills; and be driven by a strong will to succeed and deliver quality products as part of an internal client service organization.
- Schedule internal and external meetings, making necessary arrangements for the meetings, assembling appropriate materials (as necessary) and ensuring the availability of all attendees as per scheduled time and place. Make all necessary arrangements for exhibitions and seminars.
- Assist co-workers on drafting routine letters and memos. Manage regular office work and daily commercial activity.
- Maintain contact with customers and suppliers with regard to upcoming tenders and projects.
- Maintain an adequate inventory of office supplies. Maintain office equipment and keep records of all the equipment assets.
- Follow-up with other departments for reports and assume other related duties as per the direction of the General Manager.
- Book travel and hotel arrangements for the General Manager and guests. Arrange all visa requirements for traveling to other countries for the General Manager.
- File and secure all documents pertaining to the Operations, including approval papers from higher authorities, contracts, memos, reports, and general correspondence.
- Ensure that documents are organized and easily accessible at any time.
- Perform word processing duties, preparing and formatting letters, memos, and reports for the General Manager and department heads in an accurate and timely manner.
- Compile and compose major reports incorporating information from a variety of sources. Responsible for the preparation of minutes of meetings.
- Monitor and organize staff-related administrative activities, including visa renewal, medicalrelated issues (i.e., medical reimbursements and accident claims, etc.) and ensure that staff are inducted effectively in the company.
- Follow up with the PRO for visa updates and keep track of all applications.
- Register company in all governmental sites and needed authorities, in the UAE and outside the UAE.
- Maintains all organizational memberships as necessary.
- Search for upcoming tenders, scan and send them to the General Manager.
- Maintain records for all the tenders. Prepare all the required items for the tenders and pre-qualifications for the company.
- Renew all employee insurances as well as vehicles insurance coverage.
- Maintain and monitor vehicle mileage records as per daily trips.
- Prepares payments to Suppliers for both existing projects/contracts. This involves verification of payment terms and amounts, preparing necessary supporting documentation, securing necessary approvals, and processing of payments.
- Provides monthly financial information to Corporate Finance for entry into Oracle Accounting system and provides various financial reports for the Operation on a weekly or monthly basis.
- Prepares invoices and mails invoices to customers for payment, Payment Certificates, and Delivery Notes as required in support of the Projects.

Requirements

- 3-5 years prior Administrative experience in UAE, preferably in Abu Dhabi (since office is in Abu Dhabi)
- Strong Microsoft Office skills, including use of MS Word and MS Excel.
- Strong oral and written communication skills, communicating routine and sensitive information with a variety of audiences.
- English language proficiency
- Strong detail orientation and ability to maintain large amounts of information organized effectively.
- Arabic language knowledge is preferable
- UAE driving license is preferable

About the Company

Gannett Fleming is a global infrastructure firm that provides planning, design, technology, and construction management services for a diverse range of markets and disciplines. With 2,000 highly qualified individuals across a global network of 60 offices, we are united in our passion to deliver excellence. We have played a part in shaping infrastructure and improving communities in more than 65 countries, specializing in transportation, environmental, water, energy, and facility-related projects.

Founded in 1915, we embrace sustainability and innovation in our projects and internal activities, achieving results while being responsible stewards of our environment. Our culture of service, ingenuity, and responsiveness empowers us to fulfill our key mission: make our clients successful.

Gannett Fleming is consistently ranked in the top 10 percent on Engineering News-Records Top 500 Design Firms list.