Bilingual Project Secretary

Job description / Role

Provides administrative and secretarial support to the Project Manager (and Project Management Team) and handles routine administrative tasks under general supervision.

• Assist the PM in documents preparation;
• Provide secretarial services to the team;
• Manage site administration;
• Procure consumables;
• Create and maintain staff leave / absence register;
• Maintain meetings schedule;
• Establish a system and control bookings for meeting rooms;
• Ensure offices, central facilities and ablutions are maintained in a clean and tidy condition;
• Manage the allocation of PPE to staff;
• Organize and manage security for the site offices;
• Manage the use of site vehicles and organize drivers’ duties;
• Attend and minute team meetings and other meetings as requested;
• Collect, gain approval from the PM (Project Manager) and forward all staff timesheets for the preparation of invoices.
• Types memos, letters, e-mails, and prepares documents and presentations according to requirements and instructions.
• Coordinates with the other employees on behalf of the PM with regard to information gathering / sharing, and following-up.
• Maintains and processes documents for the PM review and signature.
• Screens incoming telephone calls, letters and e-mails, and filters them based on priority and importance.
• Prepares communication briefs on various subjects as required, on behalf of the Project Manager (PM)
• Manages the daily and weekly schedule for and maintains the appointment calendar for the Executive.
• Liaises with concerned parties for meetings to ensure smooth coordination.
• Receives visitors and looks after their comfort and coordinates their meetings with the Executive.
• Makes travel arrangements for the PM and the Project Team by booking flights, accommodation and transport as per travel policy.
• Identifies equipment, furnishings, hardware and software requirements for the Executive’s office
• Liaises with the General Administration section for acquiring and installing office equipment for the PM.
• Maintains expenditure, budgets and associated documents for the PM office.
• Maintains the physical and electronic filing systems associated with the office of the PM.
• Ensures proper documentation, handling, safe storage and easy retrieval of information.

Requirements

• Bachelor Degree (Administrative or equivalent study)
• Minimum 6 years of experience as an Administrative Assistant or Secretary
• Minimum 3 years in a similar role preferably in a medium to large Project Management organization.

This role requires a Native Arabic speaker as many of the documents and daily interactions will be in Arabic as well as Business English.

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.