Project Admin/Receptionist

Job Summary

Wood is currently looking for a Project Admin/Receptionist to strengthen our team in Dubai.

Principal responsibilities include but not limited to;

• Direct reports to the Lead Administrator.
• Accountable for providing all systematic administrative support and technical assistance in an organised and cohesive manner for the entire Project Team, including travel arrangements, meeting room bookings, assisting visitors during business gatherings and organising all events/programs/meetings for the team, etc.
• Undertake Receptionist duties on adhoc basis– answer phone calls and ensure reception is always manned.
• Prepare correspondence, excel spreadsheets, power point presentations and meeting materials as directed.
• Develop an effective filing system for project key documents.
• Create and maintain project team technical documents and organisation charts (MS Visio).
• Assist with all local travel bookings and coordinate with Mobilisation Team on travel requirements. Ensure all travel requests are approved prior to booking travel.
• Coordination of new starts within the project team, ensuring desks, IT Equipment, phones, mobiles, etc are allocated in a timely manner.
• Acting as IT Helpdesk to assist on all IT requirements (installation, configuration, etc.)
• Ensure all project personnel CVs are in Wood format and keep database of these.
• Responsible for administrative task such as courier shipments, Office and Pantry Supplies requisition and maintenance, etc.
• Attend to clerical tasks such as general photocopying, scanning, collating and filing support to project team.
• Support and coordination of all project requirements.

Skills/Qualifications

Technical/Business Skills

• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Highly motivated and self-reliant.
• Attention to detail and problem solving skills.
• Confident and assertive.
• Open thinker and innovator.
• Flexible and adaptable.
• Accuracy and meticulous.
• Flexible and efficient.
• Excellent computer skills – Computer literate – MS Office / Visio

Business & Industry Experience:

• Minimum of 5 years’ relevant experience.
• Experience of working with multi-national and multi-cultural project teams is strongly preferred.
• Previous experience of working in the Middle East would be an advantage.

Educational Attainments

• Graduate Degree holder is preferred.

Interpersonal Skills:

• Clear communicator with good interpersonal skills and willingness to share knowledge and support others.
• An active listener with the ability to focus on customer requirements.
• Fluent in both spoken and written English language.
• Teamwork.

Competencies:

• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Strong commitment to safety.