Administration Assistant

Job description / Role

Responsibilities: To provide proactive day to day administrative assistance to the Personal Assistant of Infrastructure Director and to efficiently manage the Document Controllers team to ensure smooth operations delivery.

- Assist Infrastructure management in ensuring that staff complete their time sheets, PDR’s , My Site and CV’s in a timely manner
- Arrange for site visits and prepare inspections reports
- Responsible for new joiners’ arrangements (Encoding new Joiner’s Data on system, Request Access Card, Computer, Printer Connections, Network and Folder Access and desk allocation)
- Assist staff in obtaining visa for Business travel
- Assist in Collecting RFPs/Tender Documents, Preparing Correspondence, Creating Bid File, and Formatting/Finalising Proposals/Bids to be issued. Monitoring of Bid Files.
- Train and orient administrative staff and on having a process of knowledge Transfer between document controllers.
- Prepare reports on quarterly and monthly basis to be submitted to Abu Dhabi Municipality for the purpose of auditing.
- Direct/ handle queries / communication in the absence of team members.
- Archiving of completed projects, regret and loss bid files.
- Organising Travels and Accommodations of Infrastructure Staff, Secondees, Guests from other Atkins office Request PPEs for Site Staff.
- Attending Queries from time to time.

Requirements

- Excellent communication skills in written and spoken English
- Excellent knowledge in Microsoft office suite including Word, Excel and PowerPoint.
- Proven filing and document control capability
- Knowledge of project processes
- Experience in dealing with high profile clients in the Middle East Region
- Experience in managing a senior executive’s schedule, travel arrangements and handling his emails.
- Experience in managing administration teams

About the Company

Atkins is one of the leading providers of professional, technology based consultancy and support services to the industry, commerce and governments in all of the worlds major economies. With over 17,000 staff operating in Europe, the Middle East, Asia Pacific and the Americas, Atkins has a broad range of skills and resources and provides Clients with a comprehensive service throughout the entire life cycle of the projects in the built environment.

We aim to be the international first choice supplier of technical and integrated services. Shaped by our customers' needs, our vision is to:

• focus on quality
• seek world class design and excellence
• strive to add value
• be flexible to the evolving needs of a changing society

Atkins first carried out design and supervision commissions in the Gulf area in 1967. From its regional head office in Dubai, U.A.E. Atkins Middle East now employs over 2000 staff located in Dubai, Abu Dhabi, Sharjah, Oman (Muscat ), Qatar (Doha) Bahrain (Manama), Kuwait (Kuwait City) and India (Bangalore).