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  • Job reference: RMS0167804

Project Administration Assistant

  • Sector: Commercial
  • Location: Perth
  • Job type: Contract
  • Date posted: 11/05/2016
This vacancy has now been filled.

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The Company:
Our client is the world's largest exploration and production company with operations in over 29 countries. In Australia our client is leading the way in both upstream and downstream oil and gas projects with further development projects in the pipeline.

The Role:
An opportunity has arisen for Project Administration Assistant to join a leading Oil and Gas company on a contractual basis, immediate start required. This role has been developed to support the Senior Leadership Team and Contract managers with all administration and clerical requirements.

Responsibilities include but may not be limited to:

•Manage visitors, including collecting visitors from reception, ensuring visitors have completed and are signed in and out, escorting visitors to and from meeting locations.
•Arrangement and booking of meetings, lunches, dinners and seminars.
•Prepare meeting rooms including ensuring refreshments are available, tables and chairs are clean and in place, electronic resources are set up, any food that has been ordered has arrived and been set up.
•Attend meetings and prepare meeting minutes in standard format. Distribute minutes for review and approval. File approved minutes and distribute to meeting attendees and to others as required.
•Provide a range of clerical functions which may include filing, photocopying and scanning documents.
•Carry out reporting including coordinating submissions and distributing
•Provide formatting of other documents, reports and presentations as required ensuring that all documents comply with the style guide
•Manage, review and distribute incoming and outgoing correspondence for the organisation, including couriers and post.
•General office administration duties including general office management and stationary ordering.
•Local procurement of small items such as business cards.
•Maintain relevant databases .
•Manage electronic diary for GM Operations, GM Business Services and GM Human Resources and Organisational Development.
•Prepare and process expense claim forms within the department as required.
•Booking and coordination of corporate and project travel and accommodation as required.
•Order PPE equipment as required.
•Screen incoming calls and forward to appropriate personnel.
•Provide logistics support to personnel travelling to site.
•Maintain Crew roster.
•Support remote contract/project management personnel as required
•General ad-hoc administration duties as required.

Essential Skills / Qualifications:
•Education to Year 12, Secretarial Studies / Business College or equivalent
•Advanced/Intermediate Microsoft Office Suite Programs – Outlook/Word/ Excel/ PowerPoint
•5+ years administration experience
•Effective communication and interpersonal skills
•Good analytical and organisational skills
•Proactive and value - orientated
•Demonstrated initiative
•Ability to work independently and as a part of a team
•Ability to build strong relationships
•Ability to prioritise work load to meet all customer requirements
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