Secretary

Job description / Role

• Provides administrative and secretarial support to the project team and handles routine administrative tasks under general supervision.
• Types memos, letters, e-mails, and prepares documents and presentations according to requirements and instructions.
• Coordinates with project team members with regard to information gathering / sharing, and following-up.
• Maintains and processes documents for the project team review and signatures.
• Screens incoming telephone calls, letters and e-mails, and filters them based on priority and importance.
• Diplomatically handles interactions over calls to direct or hold calls appropriately.
• Prepares communication briefs on various subjects as required.
• Manages the daily and weekly schedule for and maintains the appointment calendar for project team.
• Liaises with concerned parties for meetings to ensure smooth coordination.
• Receives visitors and looks after their comfort and coordinates their meetings with project team members.
• Makes travel arrangements for project team members by booking flights, accommodation and transport as per travel policy.
• Identifies equipment, furnishings, hardware and software requirements for project team members
• Liaises with the Administration section for acquiring and installing office equipment for project team members.
• Ensures proper documentation, handling, safe storage and easy retrieval of information.

Requirements

• Secondary school graduate with 10 years of experience as an Administrative Assistant or Secretary 3-5 years in a similar role preferably in a medium to large Project Management organization.

Functional:
• Secretarial and Administrative functions
• Filing, storage and documentation
• Travel planning and coordination
• Microsoft office suite

Behavioural:
• Analytical and problem solving
• Attention to detail and prioritizing and time management
• Interpersonal and teaming
• Professional integrity
• Cross-cultural sensitivity
• Communication Skills and Organizing Skills
• Bilingual Candidates preferred.

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.