Logistic Officer and Site Office Manager

Job description / Role

Purpose: Assistance and support to the management by scheduling appointments, handling documents maintenance and processing correspondence needs.

This front of house position is a key role. The successful candidate will be centrally involved from day one in the start-up of the office and branch in Doha, and will help to lead all administrative task until the end of the project assisting Project Management Team in their daily work.

Task & responsibilities (including but not limited to):
- Be the front of office person, meet visitors. Handle matters efficiently, with the discretion and confidentiality.
- Assist and work closely with Main Office – for Administrative, logistic, Finance, Operations and HR issues.
- Work closely with the Project Management Team to provide administrative support in a fast-track environment.
- Help managers make the best use of their time by dealing with secretarial and administrative tasks.
- Diary Management for the site office, arranging numerous meetings for management, clients, consultants, staff, juggling appointments daily.
- Manage the schedules to ensure effective time management, coordinate activities, prioritize appointments and reschedule where necessary
- Organize and manage the day-to-day running of the manager's professional and personal affairs in order to ensure the provision of high-quality support
- Screen phone calls, dealing with enquiries and requests.
- Manage, prioritize, screen and monitor the manager’s correspondence, emails, post and fax, in order to ensure they are dealt with in a timely manner
- Manage Site Office Inbox and communicate replies on their behalf and direct queries to the relevant staff member.
- Minutes/Agenda/Board Reports – typing, filing & distribution.
- Organize transport and travel itineraries including travel overseas, (taxi´s trains, planes, visas), administration of the housing of the workers.
- Filing and proof reading important documents.
- Ordering of stationary for Administrative office
- Translation in meetings, site access administration,
- Coordinate with local suppliers for the office and site supplies ( IT equipment, site equipment, furniture)

Requirements

Work experience:
- 3 years of experience in a related field
- Experience of working as Administrative Manager is essential involving diary management, meeting organization and the provision of proactive support to senior management.
- Experience in in the start-up of the office or branch in GCC countries

Professional skills:
- Outstanding working proficiency in English; fluency in Arabic is desirable
- The chosen candidate should be immediately available, already residing in Qatar desirable with visa
- Be highly organized with the ability to prioritize.

Qualifications:
- Bachelor's Degree
- Proficiency in MS Office
- Skilled user of Microsoft Office, with the ability to produce, create and edit documents, reports and presentations using Word, Excel, PowerPoint and Outlook.

Seniority level: intermediate
Industry / Discipline: Fit out / Construction / Administration

About the Company

ACCIONA is one of Spain's principal business groups and a leader in the fields of infrastructure development and management, renewable energy, water and services.

With a century of history, and more than 30,000 professionals, it operates in over 30 countries on the five continents. ACCIONA is included in Spain\'s blue-chip Ibex 35 index and is a core stock in the market (see Financial Information).

ACCIONA's positioning as a pioneer in development and sustainability expresses its capacity to respond to the challenge of attaining sustainable development through all its areas of activity. One of its specific commitments is to steadily reduce its carbon footprint and lead the transition to a low-carbon economy. ACCIONA\'s activities and businesses avoid millions of metric tons of emissions every year (see Emissions Meter). The Sustainability Master Plan develops the Company's sustainability strategy.