Secretary

Job description / Role

• Types memos, letters, e-mails, and prepares documents and presentations according to requirements and instructions.
• Coordinates with the other employees on behalf of the Manager/Director with regard to information gathering / sharing, and following-up.
• Maintains and processes documents for the Manager/Director 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 Manager/Director.
• Manages the daily/weekly schedule and maintains the appointment calendar for the Manager/Director. Liaises with concerned parties for meetings to ensure smooth coordination.
• Makes travel arrangements for the Manager/Director by booking flights, accommodation and transport as per travel policy.
• Identifies equipment, furnishings, hardware and software requirements for the Manager/Director’s office. Liaises with the Administration section for acquiring and installing office equipment for the Manager/Director.
• Maintains expenditure, budgets and associated documents for the Manager/Director’s office.
• Assist in preparation of proposal templates on a case by case proposals or ensure that an established template is followed as might be required or instructed
• Make sure proposals contents and deliverables are coordinated, completed and submitted before deadlines. Communicate the progress of proposals to management
• Follow company assurance plans and process, keep and update tenders register and files
• Maintains the physical and electronic filing systems associated with the office of the Manager/Director. Ensures proper documentation, handling, safe storage and easy retrieval of information.
• Assist and give support in the department secretarial issues

Requirements

• Bachelor’s degree in a relevant field
• With at least 6 years of experience as an Administrative Assistant or Secretary 3 years in a similar role preferably in a medium to large Project Management organization
• Experience in Tender and Bid Proposal is a must
• Excellent communication and interpersonal management skills
• Excellent writing and drafting skills
• Experience in GCC Countries.
• Bilingual-Arabic is 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.