Administrative Assistant

Job description / Role

- Under minimal supervision, performs a variety of document control, administrative, and/or clerical functions for the Office Manager.
- Contributes and adheres to company and department policies and objectives.
- Ensures that all administrative tasks for the Building are completed and up to date as per Line manager requests.
- Receives operational supervision from responsible supervisor.
- May provide operational guidance to clerical employees in assigned area of responsibility.
- Processes one or more document types through all or a variety of procedural steps in accordance with defined procedures and guidelines.
- Performs data entry using standard document management programs to register documents, and produce logs, transmittals, and other reports.
- Establishes and maintains a filing system and record copies of project or departmental documents, such as development applications submitted by applicants and investors, procurement and supplier documents, manuals and procedures, communications, or any other specific materials for the one stop shop.
- Assembles information, such as status reports, for supervisor and other department or project personnel as requested.
- Performs administrative duties for a supervisor or department head to aid in the various phases of daily activities, such as composing routine correspondence, gathering data for special studies or investigations, and coordinating activities.
- Assists in developing, establishing, and implementing administrative and clerical procedures for the flow of correspondence, including distribution of incoming and outgoing documents.
- May process time and/or expense records, assisting with system administration.
- Schedules meetings and coordinates requests for meeting room equipment, (projectors and audio/video devices).
- Prepares paperwork and helps coordinate services for activities such as project or department moves.
- Sets up and maintains filing system for project or department documents, including documents such as correspondence, procedures, drawings, material requisitions, data sheets, development applications and varied electronic storage media.
- Extracts data and assembles information for technical analysis, makes routine calculations as directed and performs mathematical computations for various reports.
- Assists discipline or department with compilation and representation of data for cost comparisons, studies, forecasts, estimates, and material take offs.
- Resolves minor software/hardware related computer problems within group, maintaining security and other data as needed. May act as project/department system administrator.
- Keeps abreast of department technologies, techniques, and services relevant to area of responsibility. Makes recommendations for work process improvements, procedures, and practices particularly in relation to One Stop Shop.
- Performs administrative duties to aid in various phases of daily activities, such as composing correspondence, gathering/analyzing data for reports, and coordinating project or department activities and requirements with appropriate service groups.
- May order project or department supplies and maintain supply cabinet.
- May prepare routine or pre formatted documents, using standard spread sheets, or other office software, as needed, to support work activities.
- May maintain and track personnel-related information.

Requirements

Minimum Qualifications:
- Bachelor’s Degree in Administration or equivalent

Minimum Experience:
- 5 years in a similar role
- Bi-Lingual (Arabic/English) speaker required
- Good oral and written communication skills in both Arabic and English.
- Demonstrated ability in the use of standard word processing, Excel, and other Microsoft Office programs.
- Demonstrated ability to set up and maintain project, document control, or departmental filing systems and procedures.
- Demonstrated familiarity with a variety of project documents and document processing requirements.
- Ability to extract, compiles, and analyses data for the preparation of reports, studies, and graphs.
- Ability to type accurately in Arabic and English at a minimum of 55 wpm;.
- Ability to format Microsoft Office documentation properly.
- Ability to train clerical employees in the use of document control or other departmental methods.
- Ability to perform basic mathematical calculations.
- Good organizational skills.
- Effective interpersonal skills

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.