Projects Assistant | Dubai, UAE

Provide high-level administrative support services for day to day Projects Operations by preparing management reports, handling information requests and act as activity coordinator responsible for liaising with other DRC departments. Provide secretarial service to Project Department.Perform clerical functions and maintain a secure document controlling system.

Organizing and Documenting

•Maintain and update as required, a departmental filing system, which ensures that documentation is easily accessible.

•Open, sort, and distribute incoming correspondence.

•File and retrieve Project Department documents, records, and reports

Managing Projects Office Duties

•Prepare responses to correspondence containing routine inquiries

•Respond to, on behalf of the manager, straightforward correspondence, queries and enquiries within the established guidelines.

•Prepare MIS report / database of information for internal operations

•Administration of attendance system for Projects Dept staff

•Prepare attendance/overtime reports from the attendance system; coordinate with HR.

•Coordinate & communicate with HR for Project employees HR related follow ups like AL/Sick leave/Comp Off/ Return notes, local trips, claims etc.

Coordinating and Scheduling

• Co-ordinate with all DRC departments to facilitate required support

• Assist and follow-up on project related assignments if any.

• Organize internal and external meetings assembling appropriate material, as required, to ensure the smooth running of these meetings. Recording of the minutes and keep the meeting minutes organized.

• Ensure coordination between Projects department and other departments and respond to queries.

• Arrange on request appointments visits and travel arrangements for the department employees so their time is used effectively and keep their diaries up-to date.

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