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Job Ref.:

Job Title: Project Administrative Assistant

Sector: CUSTOMER SERVICE,ADMINISTRATIVE,BUSINESS-ADMIN,CLERICAL

Location: NORTH EAST -ST AUGUSTINE,TUNAPUNA,AROUCA,PIARCO

Town / City:

Job Type: Permanent full-time

Job description:

JOB DESCRIPTION

 

 

JOB TITLE:                                 Project Administrative Assistant

SUPERVISOR TITLE:                    Project Engineer / Head of Civil Project Administration / Manager

DIVISION /SUBSIDARY:  Head Office

 

SUMMARY

 

The Projects Administrative Assistant (PAA) is an administrative support position which is required to work closely with all members of staff. In particular (PAA) provides support to managerial members and technical staff on a day to day basis.  PAA’s help managers and members of the company’s technical team to maximize their time by dealing with daily project tasks.

At Beston, it is the personal responsibility of the Projects Administrative Assistant to acquire an extensive knowledge of the organisation and its projects since this role requires the individual to be proactive and productive.

 

PRIMARY DUTIES AND RESPONSIBILITES:

PROJECTS

  • Organize and maintain project filing (hard copy and soft copy). Keep all files up to date.
  • Maintain project registers.
  • Attend relevant project meetings for minute taking.
  • Prepare and issue letters, transmittals, minutes, drawing issue sheets, and other documents required by project.
  • Fax, scan, email, and make copies accordingly.
  • Locate documents as requested.
  • Schedule meetings and appointments as requested.
  • Follow up and collect timesheets in a timely manner and check all details before arranging for signatures and passing on to the Accounting Department

 

 

 

 

SECONDARY DUTIES AND RESPONSIBILITES:

GENERAL OFFICE

  • Relief Receptionist – operate office switchboard as scheduled. Answer incoming calls in a professional and courteous manner; provide information or direct calls to the appropriate person; Respond to general email inquiries, or refer to other staff, as appropriate. Welcome visitors by greeting, announcing and directing them accordingly.
  • Learn other administrative staff desk duties and cover their desk when staff is on leave.
  • Assist with Office Events.
  • Perform other duties as assigned.

Supervision Exercised

 

  • Project Administrative Assistant have no supervision responsibilities.

Confidentiality

  • Maintains confidence by not disclosing confidential information in accordance with the company’s policy Section H.10.

Personality

  • Polite, respectful, and pleasant

 

Attributes

  • Initiating, resourceful, accurate reporting, proactive, administrative writing skills, managing desk processes, organisation, analysing information, problem solving, inventory control, teamwork and professionalism, ability to multitask, and work under pressure.

Qualifications

  • Must be computer literate with excellent knowledge of Word, Excel, and other Microsoft Applications
  • Five O’ Level Passes including English and Mathematics
  • BA Business Administration
  • Must have a solid concept of contracts administration

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