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Administrator

Faithful+Gould

Abu Dhabi, UAE

Ref: SP117-69

Job description / Role

Employment: Full Time

We are looking for an Administrator to support our Faithful+Gould business at our Abu Dhabi head office.

Assistance to the Operations Director

- Providing suitable assistance to support the Operations Director work habits and preferences.
- Management of calendar and travel arrangements.
- Preparation and formatting of various documents such as presentations, reports, organizational chart and letters.
- Completing research on behalf of OD
- Screening email communication, responding to emails as appropriate.
- Prioritizing email and response actions.
- Screening of phone calls, enquiries and requests, and handling them when suitable or directing to appropriate teams.
- Write and distribute email, correspondence memos, letters, faxes and forms.
- Organize and schedule appointments.
- Plan meetings and take detailed minutes.
- Troubleshooting of problems as and when they occur.

Assistance to the Bid Team / Bid Managers

- Formatting of CVs and experience sheets into the company template.
- Collects information needed for the bids.
- Deals with online vendor registrations and data entry of company details to the client portals.
- Preparation of prequalification documents for various clients.
- Preparation of offer letters and submits to the client. Printing of bids and ensure it is delivered to the client before the deadline.

Assistance to the Team

- Preparation of IT kit and stationeries for the staff.
- Maintain contact lists.
- Answering and forwarding telephone enquiries.
- Coordinating travel plans for executive team as and when needed.
- Making arrangement for meal orders, transportation, and other requests.
- Proofreading and editing drafts of reports, emails, and other work for the executive team.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system.
- Registration of staff account thru Aconex.
- Printing of drawings / documents.

Assistance to Various Projects

- Works on various adhoc projects in Abu Dhabi and Dubai covering all areas of administration and control of documentation for a project and associated paper works in accordance with the Quality Management System.
- Archiving and management of documents.
- Maintaining logs of incoming and outgoing registers.
- Following the document control procedures that have been issued.
- Formatting of documents and ensure correct document template is in use.
- Posting of documents thru Conject.
- Providing an easy retrieval system for project documents.
- Supports project leads to set up folders for new projects.
- Producing various documents logs to ensure that the data is available for the project management team.
- Ensure documents forwarded by site staff is signed by the Operations Director and return to them on time.
- Arrangement of pick-up and collection of documents to and from various project location.
- Arrangement of PPE.
- Assists project leads to raise an invoice thru the Accts Department and issue invoices to the Client.
- Collection of cheques and ensure remittance to the bank or forward cheques to Accts Department.
- Performing clerical work as might be requested by the Project Leads.

General office management

- Being the first point of contact for internal and external clients.
- Update and maintain office policies and procedures.
- Arrangement of seats.
- Arrangement of events.
- Ensure cleanliness and office equipment are working.
- Other duties as assigned.

Requirements

Requirements

- Proven experience as an administrative assistant or office admin assistant at similar level.
- Proficiency in MS Office (MS Outlook, MS Word and MS PowerPoint, in particular).
- Knowledge of office management systems and procedures.
- Working knowledge of office equipment, like printers and fax machines, etc.
- Excellent written and verbal skills.
- Strong organizational skills with the ability to multi-task.
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- The ability to make decisions and use initiative.
- Ability to manage a fluctuating workload and maintain a calm disposition at times when working under pressure.
- A positive and team-oriented outlook.
- Ability to lead by example and share best practice with peers.
- Keen to learn and continue developing.
- Good level of personal confidence and resilience.
- Ability to lead/manage.
- Confidence to proactively work unsupervised and on your own initiative.
- Experience or understanding of the Construction / Engineering industry would be advantageous, however not essential.

Rewards & Benefits

We offer an excellent package which includes

- A competitive salary
- Transportation allowance
- Medical and life insurance cover
- Annual leave
- Medical and life insurance cover
- Company gratuity scheme
- Discretionary bonus scheme
- Annual flight allowance to point of origin
- Employee Assistance Programme - 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants.

SNC Lavalin's Faithful+Gould business is one of the world's leading integrated project and programme management consultancies, with over 2,400 professionals operating worldwide.

Our aim is to protect and maximize our clients' interests throughout the planning and delivery of projects, ensuring they are delivered on time, on budget. We pride ourselves on collaborating with client teams and developing long-term relationships.

Key services include - Project management, programme management, project controls, commercial management, cost management and expert scheduling and construction planning.

Our industry is going through a digital transformation and we have been investing in and pioneering digital methods to improve all aspects of our service. We have focused our digital transformation around platform modernization and product development and through standardization and automation, we are achieving efficiencies that are directly passed on our clients who benefit from a consistent quality of service as well as the savings.

Active in the Middle East for over 20 years, we have offices in the UAE, Qatar, Oman and Saudi Arabia. We hire and retain only the best people in the industry. Our success is built on recruiting - and then developing - brilliant people from a broad range of professional and cultural backgrounds. It's precisely this diversity of talent that sets us apart.

About the Company

SNC Lavalin’s Faithful+Gould business is one of the world’s leading integrated project and programme management consultancies, with over 2,400 professionals operating worldwide.

Our aim is to protect and maximize our clients’ interests throughout the planning and delivery of projects, ensuring they are delivered on time, on budget. We pride ourselves on collaborating with client teams and developing long-term relationships.

Key services include - Project management, programme management, project controls, commercial management, cost management and expert scheduling and construction planning.

Our industry is going through a digital transformation and we have been investing in and pioneering digital methods to improve all aspects of our service. We have focused our digital transformation around platform modernization and product development and through standardization and automation, we are achieving efficiencies that are directly passed on our clients who benefit from a consistent quality of service as well as the savings.

Active in the Middle East for over 20 years, we have offices in the UAE, Qatar, Oman and Saudi Arabia. We hire and retain only the best people in the industry. Our success is built on recruiting – and then developing – brilliant people from a broad range of professional and cultural backgrounds. It’s precisely this diversity of talent that sets us apart.

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