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  • Job reference: RMS0144599

Project Secretary

  • Sector: Commercial
  • Location: Bangkok
  • Job type: Contract
  • Date posted: 09/07/2014
We're sorry this position has now been filled.

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The Role:
Provide secretarial and administrative support for the Project Management team.
Complete all action items timely and with high quality. Ensure agreement on priority and timing of deliverables.
Assist in the planning and preparation of meetings, workshops and conference calls including room bookings, room setup and other meeting arrangements.
Manage project business travel requirements including coordination of travel requests, BKK logistics, hotels, Urgent Duty Application Form, Visitor Management System (VMS), offshore visits, helicopter booking, etc.
Be the primary point of contact to ensure that all travel and arrangements are executed timely and successfully. Greet guests on arrival.
Maintain the project team calendar (schedules of holidays, vacation, business trips, etc.) and available on the share drive for team access.
Keep emergency contact list (project emergency call-out-tree) on the CTEP Share Point website.
Perform project team Workstation RSI evaluations and coordinate monthly project RSI reporting.
Ensure full coverage of all administrative duties when away or not available.
Assist with collation and approval of Project Team documents (e.g., Invoices, Specifications, Key Decision Registers, GO-113, Letters, etc.).
Perform project Team e-procurement requisition online (business cards, office supplies, personal protective equipment, refreshments & snacks, etc.).
Update in GLAM system for Project Team access permissions.
Coordinate Project Management Team TEA receipts for expense report filing.
Prepare HR Personnel Change Summary Form for all project team personnel changes.
Coordinating all departmental units and external parties.

Essential Skills / Qualifications:
Bachelor’s Degree with 5 Years’ experience in project administration (preferably with a multinational company).
Fluency in English with good written and verbal communications skills
Good interpersonal skills. Ability to work effectively with the project and contractor administrative teams.
Good time management.
Able to handle multiple tasks. Takes initiative, works with minimal supervision, ensures commitments are met.
Attention to detail
Good computer literacy (Word, Excel, PowerPoint, Outlook)
Strong customer focus. Ability to listen & respond effectively to customers & work on sensitive & confidential assignments.
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