Administrative Support Coordinator
1 week ago
Job Title: Administrative Support Specialist
This role is a fantastic opportunity to contribute to the success of our projects by providing exceptional administrative support.
About the Role:
We are seeking an organized and detail-oriented individual to assist with project coordination, documentation management, meeting organization, communication handling, and schedule maintenance.
Key Responsibilities:
- Administrative Support:
- Assist with creating, organizing, and storing project documentation, including meeting minutes, stakeholder schedules, correspondence, and other related documents.
- Arrange project-related emails, phone calls, and communications.
- Schedule and organize project meetings, coordinating times, locations, and meeting rooms.
- Support the project manager and team with calendar management, scheduling meetings, and coordinating travel arrangements.
- Manage and maintain the project team's timesheets and monthly attendance records, ensuring timely submission and accuracy.
- Documentation Control & Reporting:
- Support the project team in managing and controlling all project documentation, including version control of related documents.
- Assist in preparing project status reports, presentations, and progress updates for internal and external meetings.
- Communication & Coordination:
- Act as a liaison between the project manager, project team, contractors, and external stakeholders, facilitating effective communication and smooth project operations.
- Coordinate with internal and external stakeholders, including clients, suppliers, contractors, and consultants, ensuring clear and professionally managed communications.
- Project Logistics & Support:
- Assist in coordinating the supply of materials, equipment, and tools needed for the project team, tracking shipments, and ensuring timely deliveries.
Requirements:
- Education:
- Diploma or Bachelor's degree in Business Administration, Project Management, or a related field.
- Experience:
- 3-5 years of administrative support experience, ideally within large-scale projects or in the energy, construction, or offshore wind industries.
- Qualifications:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management software is a plus.
- Basic understanding of document management systems and version control.
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