Administration Assistant

Job description / Role

Primary Purpose of the Job:
• Provide confidential and efficient administration services for HFD.
• Ensure that the correct procedures are followed in the day-to-day activities of the HFD.
• Responsibilities include typing, checking and formatting of documents, preparation of letters and memos.

Principal Accountabilities:
• Follow up on correspondences to ensure timely action is taken on such correspondences.
• Coordinate with CLIENT IT Helpdesk to process various received requests.
• Assist Director on his day to day tasks.
• Schedule meetings in coordination with other department secretaries.
• Take down notes for weekly meetings, disseminate to the team for comments, update and finalize for issuance.
• Format minutes of meetings for cost team workshop and send to all attendees.
• Format memos' and letters' and coordinate with Document Control for distribution.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders; verifying receipt of supplies.
• Works closely and effectively with the Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate with CLIENT IT from time to time or as required.
• Perform other related duties and assignments as directed.

Requirements

Qualifications and Experience:

Qualifications:
• HNC or equivalent level qualification.
• Must be fully computer literate.
• Good written and spoken English is essential.

Experience:
• Minimum 5 years working experience in Administration Assistant or similar position.

Skills:
• Should be able to work with the minimum of guidance.
• Should demonstrate a high degree of drive and initiative.
• Communication skills as well as an ability to work in a multicultural team environment must be well developed and proven.

Independence:
• Works within the framework of approved corporate policies, procedures and standards, while exercising a high degree of independence in selecting methodologies to perform tasks related to performance of Administration
• Assistant's roles and responsibilities.

About the Company

Qatar Project Management (QPM) is an independent subsidiary of Barwa Real Estate Development Company that provides expertise in Project Management, Design Management, Construction Management, and Contract Administration together with other associated Project Management functions. Established in 2008, QPM is centralized platform for provision of Project Management services to Barwa and Qatari Diar as well as local and international markets. QPM provides these services through an in-house team of highly-skilled, motivated, and qualified professionals supported by state-of-the-art information technology and highly-effective Project Management systems.