Project Admin Assistant

Wood

Wood is currently looking for a Project Admin Assistant to support to the day-to-day operations of the assigned site or project. The role is Dubai based, to be part of our in-house Project Controls team.

What makes you remarkable?

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world s most critical challenges.

Knowledge, skills and experience:

• Five years of project/admin experience in the Engineering and Construction industry desirable.
• Senior Project Admin: At least 7-10 years of project/admin experience
• Proficiency with Microsoft Suite programs to include Word, Excel, PowerPoint and Outlook
• Oracle experience a plus
• Ability to correspond and interact with others in a courteous and professional manner
• Possess good organizational skills
• Self-motivated to learn
• Bilingual a plus
• Must have valid Driver's License

Personal attributes:

• Exceptional organisational skills
• Effective organization & planning skills
• Ability to handle multiple tasks and changing priorities in a fast paced environment
• Understands and controls one s emotions with empathy for others
• Use effective verbal and written communication skills
• clearly and convincingly to a wide range of audiences, expresses ideas clearly and concisely, seeks to
• understand others perspectives.
• Uses initiative and a proactive approach to problem solving
• Commitment to continuous improvement
• Demonstrates commitment to Wood Values, Visions & Behaviour

Job Objective:

• This role provides administrative project support to the day to day operations of the assigned site or project. Senior Project Admin: May be assigned to larger, more complex projects / sites. Provides guidance and direction to less experienced administrators and other staff. May act as a lead, coordinating and facilitating the work of others.

Key Accountabilities & Responsibilities:

• Assists project team with day-to-day support of the project or site
• Organizes and expedites flow of work through project or site and initiates follow up action
• Maintains knowledge of project status, scheduling requirements, and departmental operations/procedures
• Assists with setup, development and coordination of site-specific PMP and PIFs
• Sets up and maintains hard copy and electronic site file directories
• Issues and approves access to shared project drives and websites
• Ensures the correct functioning of facilities, office and/or business support services.
• Performs clerical, administrative and general office duties including transcription, typing, and recording
• Ensures reports and documents follow company and project standards and quality
• Manages project specific forms and instructions
• Coordinates, schedules and prepares information for meetings and appointments
• Assists field operations with completion of daily time sheets
• Assists with onboarding/orientation of personnel
• Assists with internal and external project audits
• Arranges travel, accommodations and car rentals
• Prepares letters and memoranda for manager s review
• Gathers data and material information to be billed
• Scans, emails, answers phones, makes copies

Working Relationships:

Internal:

• Project Manager
• Project Coordinator
• Project Superintendent
• Field Team

External:

• Liaises with clients and contractors

Level Of Influence & Decision-Making Authority:

• Work is performed under general direction.
• Overall objectives and resource requirements are communicated to management
• Anticipates potential problems and proactively resolves complex problems by interfacing with departments on medium complexity projects.
• Overall performance is reviewed & evaluated.