Project Manager Assistant

16 hours ago

Muscat, Muscat, Oman beBeeProject Full time
Project Coordinator

We are seeking a detail-oriented and organized individual to fill the role of Project Coordinator. This is an excellent opportunity for someone looking to gain experience in project management and coordination.

The successful candidate will be responsible for coordinating daily activities, ensuring smooth communication between team members, and maintaining accurate records.

  • Mission / Service Dimension: The Project Coordinator will be responsible for supporting the day-to-day activities of project teams, coordinating with various sites in France and Oman.

Organisation / Admin:

  • Ensuring the flow of information
  • Preparing and editing notes, minutes of meetings, letters and documents
  • Collecting and formatting dashboards, graphs, statistics, writing notes and/or correspondence from oral or handwritten instructions, and presentations
  • Managing diaries, arranging appointments and meetings
  • Participating in travels for team members (mission orders, visa requests and expense claims, booking hotels, transport, restaurants, meeting rooms …)
  • Participating in the arrival/departure of employees, trainees, apprentices, service providers (office, removals, authorizations, etc…)
  • Back up for purchase requests in the SAP system (training will be provided on SAP)
  • Participating in general services for offices in Muscat
  • Preparation and follow-up of admin documents
  • Supporting the HR Lead on Technical Assistance Services process and documentation (calls for tender, Teams invitations, PO, orders, invoices …), if needed
  • Following up mandatory trainings, for HSE and Compliance, if needed
  • Supporting new comers with provision of IT equipment, access card, badge, etc.

Mail Management:

  • Receiving, sorting, and distributing mail, processing emails, if necessary, electronic, and physical filing plan
  • Editing documents, linking with reprography and distribution department (headquarters, subsidiaries …)

Communication:

  • Receiving, screening, and transmitting telephone calls
  • Registration for training courses, conferences, and seminars
  • Circulation of internal documents (legal documentation, etc.)
  • Welcoming visitors and new arrivals
  • Updating directorate's communication media: intranet site, organisation charts, presentations …
  • Coordinating with different sites on logistics, HR and project assistance topics (France and Oman)

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