Support Assistant

4 weeks ago

Dubai, United Arab Emirates AL Rostamani Group LLC Full time
Roles and responsibilities

The Secretary Operations will beresponsible for project day to day operational coordination,documentation, report and presentation preparation, resourcemanagement file preparation, budget file preparation in line withSAP reports and as per directives of the Operations Manager. Hewould be also responsible for preparing project performancereports, including compilation of data required for Earned ValueAnalysis & Reporting, supporting in business plan data,apart from the admin basic support of organizing meetings,preparing MOMs. The incumbent should be proficient in MS Officeapplications, especially MS Excel, and possess exceptionalorganizational and communicationskills.

JobResponsibilities

  • Provide high-level administrative& operational support to the OperationsManager.
  • Coordinate and obtain various projectdata, including tracking progress and updating the same andensuring deadlines are met.
  • Prepare resourcemanagement files and project budget files in line with SF system& SAP System.
  • Prepare projectperformance reports, including compilation of various data forEarned Value Analysis reporting.
  • Support in thepreparation of business plan data and other strategicinitiatives.
  • Prepare and maintaindocumentation, reports, and presentations.
  • Toinitiate and respond to written and verbal correspondence includingcomposition, editing anddistribution.
  • Transcribe drafts for internalcorrespondence like memos, flyers, letters, minutes and emails asper the instruction from OperationsManager
  • Organize meetings, includingscheduling, preparing agendas, and taking minutes for T & DProject Closure, ESCO, Solar & MEPDivisions.
  • Interdepartmental Co-ordination(T&D Project, Solar, ESCO, MEP, Finance, Admin etc.) fordata collection, various other day-to-day activities includingresource allocation as per the schedule and its updation in theDaily Manpower Reports
  • Act as a liaison betweenmanagers and other staffs to represent and communicate issues anddirectives.
  • Handle all general office tasks,filing, and maintaining records in thesystem.

JobRequirements

Qualifications

  • Bachelor'sdegree in Business Administration or Commerce with 6 to 8 years ofexperience
  • Proven experience as a projectcoordinator in construction projects handling projectdata
  • Proficiency in MS Office applications,especially MS Excel.
  • Excellent organizationaland time management skills.
  • Ability to workindependently and prioritize taskseffectively.
  • Experience in handling projectperformance reports (Earned Value Analysis), budget files, manpowerdata is mandatory

Desired candidate profile

  1. OrganizationalSkills: Strong ability to manage multiple tasks,maintain schedules, and keep project documentation inorder.

  2. Communication:Effective verbal and written communication skills for interactingwith team members, stakeholders, andclients.

  3. Attentionto Detail: Careful attention to ensure accuracy indocumentation, reports, andschedules.

  4. TimeManagement: Proficient in prioritizing tasks andmeetingdeadlines.

  5. Problem-Solving:Ability to identify issues and propose practicalsolutions.

  6. TechnicalProficiency: Familiarity with project managementsoftware (e.g., Trello, Asana, Microsoft Project) and basic officesoftware (e.g., Microsoft Office, GoogleWorkspace).

  7. TeamCollaboration: Strong interpersonal skills to workeffectively within a team and support various teammembers.

  8. BasicFinancial Understanding: Knowledge of budgeting andtracking projectexpenses.

  9. Adaptability:Flexibility to adjust to changing project requirements anddynamics.

  10. ResearchSkills: Ability to gather information and assistwith project-related tasks asneeded.

Responsibilities:

  • ProjectCoordination: Assisting in planning and schedulingproject activities andmeetings.

  • Documentation:Maintaining and organizing project documentation, includingreports, agendas, and meetingnotes.

  • CommunicationSupport: Facilitating communication between teammembers and stakeholders, and distributing information asneeded.

  • ProgressTracking: Monitoring project timelines anddeliverables, and providing updates to projectmanagers.

  • LogisticalSupport: Coordinating logistics for meetings,events, and training sessions related to theproject.

  • DataEntry and Reporting: Assisting in data entry tasksand preparing reports on project status and performancemetrics.

  • FinancialTracking: Supporting budget management by trackingexpenses and assisting with financialreports.

  • IssueResolution: Assisting in identifying project-relatedissues and communicating them to the appropriate teammembers.

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