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  • Job reference: RMS0115512

Project Secretary (Administrator)

  • Sector: Commercial
  • Location: Russia (Astrakhan)
  • Job type: Permanent
  • Date posted: 28/06/2013
This vacancy has now been filled.

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The Company:
Oil and gas company (our client) is urgently looking for Project Secretary/Administrator:


The Role:
• Ensure proper secretarial / administration support is given to each project as delegated by the Administration Supervisor.
• Provide secretarial / administration support to Project Managers where required, maintain diaries and take telephone calls.
• Assist Project Managers with project meetings; co-ordinate agendas, take and distribute Minutes.
• Provide secretarial / administrative support to the Project Team, where required.
• Set up and maintain new project files for assigned projects as directed by the Administration Supervisor. Obtain and file all project hand-over and contract information.
• Register, distribute and file all incoming and outgoing correspondence for assigned projects. Conduct regular audits ensuring all project information is filed correctly (both electronically and hard copy) and accounted for, based on the project register.
• Receive, register, distribute and file Daily Progress Reports (DPR’s) as per Project Manager’s instruction. Retrieve missing DPR’s daily.
• Type up and organise project general documents. Ensure documents have the correct document references and deadlines are met.
• Organising team mail distributions.
• Arrange travel for the project team via the Travel Co-ordinator.
• Maintain the personnel register detailing project team travel, sick and annual leave.
• Prepare and update project organisation charts.
• Organise any social events.
• Carry out new project team member inductions.
• Co-ordinate out going documentation by courier, maintain register and follow up receipt.
• Periodic reception cover, as required.
• Assist the administration team and / or project team where required and perform other ad-hoc duties.
• Assist the Administration Supervisor with the set up of improved working methods and strive to continuously improve these.
• Complete assigned project archiving as directed by the Administration Supervisor.
• To become familiar with and to maintain awareness of Company’s current requirements and where applicable, the latest Industry Codes and Standards including statutory rules and regulations
• To ensure that all activities are carried out in a manner consistent with Company’s policy on health, safety, quality and environmental matters in accordance with Company specific procedures.
• To ensure his/ her own safety and that of others is not compromised or placed at risk.

Essential Skills / Qualifications:
• Previous experience in a similar position within the offshore / subsea industry.
• Good communication, interpersonal and organisational skills.
• Good secondary education.
• Familiar with MS Office Word software.
• Familiar with MS Office Excel software.
• Familiar with MS Office PowerPoint software.
• Familiar with MS Office Access software.
• Familiar with MS Office Outlook software.
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