Project Assistant Admin Support ALSTOM

Purpose of the job:
• provide a confidential, effective and professional service to the Manager and his/her team
• assist the Manager to guarantee time efficiency, communication and organization
• provide support on any specific subjects linked to the activities of the department.
Key accountabilities:
• Following up on depot local team logistics and attendance sheets & Managing and recording annual leave
• Managing Concur accounts for financial settlements and Manage expenses sheets
• Coordinating with local suppliers and Managing purchase order requirement and updates and Liaise with suppliers and expedite orders
• Coordinate logistics activities
• Issuing Permit To Work, Depot Requests, and security permit documents to be signed by ECM
• Collecting physical signatures from various departments across line 1 locations from ECM and NAT
• Releasing and archiving client letters
• Customer liaison build up relationships with the customers at all levels and become a reliable point of contact for them.
• Updating and coordinating the trainings competency matrix
• Issuing purchase requests for indirect materials, stationery, and buffet items
• Liaising with depot team on a regular basis to obtain various information.
• Compiling reports for Project reviews
• Arranging meetings including room bookings, equipment, refreshments, etc
• Manage the office reception of visitors, room allocation, post, invoices, lunches etc
• Travel arrangements flights/hotel bookings -visa
• Email management: where appropriate responding on Operations Director s behalf / fielding
• telephone calls and Diary management
• Prepare agendas for the meetings, write minutes
• Provide support in making PowerPoint presentations
• Manage DA and follow payment of invoices
• Provide the necessary support to new comers in the team
Educational Requirements
Mandatory:
• Degree level
• 3 to 5 years of administrative experience
• IT skills competent user of Word, Excel packages, Notes Email, Internet. Good command of software (word, excel, PowerPoint, Outlook ) and computer
Desirable:
• Senior Secretary
• Company s travel bookings (CWT), SAP, GSI, Ariba, ALPS, Concur and INSPIRE Basware P2P
Experience
Mandatory:
• Good knowledge of Alstom & other functional areas within the organization
• Basic knowledge of domestic market
• Flexible and the ability to multi task
Competencies & Skills
• Trustworthy / Confidential / Discretion
• Sense of urgency
• Autonomy, good sense of initiative and ability to anticipate and solve issues
• Quality rather than quantity service
• Reactivity
• Good relationship and communication skills
• Team-spirit and customer focused