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Office Coordinator

2 months ago

Abu Dhabi, Abu Dhabi, United Arab Emirates SYSTRA Full time
Role Overview

The Project Administrative Specialist will play a pivotal role in ensuring the smooth operation of project documentation and communication.

Key Responsibilities
  • Document Management: Oversee the creation and maintenance of essential project records, including correspondence, agreements, design documents, submittals, contract modifications, daily reports, proposal requests, and payment applications, in accordance with the established document control framework.
  • Data Compilation: Collect and analyze statistics and general information to generate comprehensive reports for both internal stakeholders and external partners.
  • Timesheet Oversight: Remind project personnel about timesheet submissions and manage the staff time-off calendar effectively.
  • Time Report Verification: Review time reports to ensure the accuracy of recorded hours and associated project charges, following up to guarantee prompt resolution of any discrepancies.
  • Paid Time Off Tracking: Monitor paid time-off hours utilized and maintain a schedule for future time-off requests.
  • Employee Directory Management: Create and sustain an up-to-date employee directory along with relevant data for team members assigned to the project, including company resumes.
  • Communication Handling: Receive, sort, and distribute incoming mail. Manage telephone communications, ensuring messages are taken and relayed promptly.
  • Meeting Coordination: Organize meetings, accurately record meeting minutes, and disseminate them to the project team.