AECOM is currently seeking to hire Secretary/Document Controller to be based at Dubai.The role will be to provide efficient administrative support to the Project including typing, telephone and reception duties to facilitate effective communication and the efficient running of the Project.
Liaise effectively with the Project Manager, Engineers, Site Staffs, and external contacts on behalf of the project office.
Coordinate and organize meetings/seminars within the project office, and with external clients, and assist with the preparation of presentations, agendas and minutes.
Provide efficient word processing, clerical, photocopying, filing and minute taking duties in respect of the Project.
Screen incoming mails and telephone calls, action responses & redirect correspondence where necessary.
Organize and coordinate travel requests for the Project Manager and other Engineers, relating to the project where and when required.
Maintains confidential records and filing of reports, correspondence and related material for ease of retrieval.
Performing secretarial, administrative, organizing and research tasks requiring a sound understanding of organization policy and structure.
Coordinating and ordering of stationary and office supplies.
Propose improvements to internal processes and procedures for the efficient and effective administration of all office procedures within the project office.
Keep computerized records of all Service Users who are referred to the project.
Other duties as assigned by the Project Manager.
Specific Skills Required:
Strong Sound knowledge of Microsoft Outlook, Word and Excel, PowerPoint and Access.
Excellent people skills
Working knowledge of e-mail and Internet
Experience in Database Management.
Accurate word processing skills
Ability to collate information accurately
Able to work alone and as part of a team
Understanding and practical application of confidentiality
Able to prioritize work
Person Specification (Behavioural Attributes):
Confident, with the ability to work either independently or as part of a team
Should be able to work well with other people and to communicate clearly.
Accuracy & precision of work
Good problem solving skills
Ability to work to deadlines and under pressure
Accountability for assigned work
The ability to communicate at all levels in English.
Efficient and punctual.
Positive, enthusiastic, customer service attitude
Strong verbal and written communication skills
Minimum 3 years of experience within similar projects, with minimum 3 years in UAE.
Middle East experience preferred.
Bachelors Degree or Diploma or equivalent to completion of the twelfth grade. Along with typing speed of 45 words per minute.