Assistant Manager

To support all phases of the administration projects to suit the needs and requirements of Kent as well as our Client. To support senior managers and executives with daily clerical tasks, scheduling appointments, planning meetings, managing phone calls and emails, and maintaining office organisation

• Assist and contribute to the project to meet its safety targets and advise on safety improvements
• Assist the managers and be a team player, collaborate, and add value to the assigned project
• Coordinate/Communicate with all disciplines, Contractor, and Client
• Assist and support project managers and directors to manage all aspects of projects from early stage to implementation and handover
• Provide internal staff with professional administrative support including taking accurate and properly detailed messages
• Act as the first point of contact for most clients, answer telephone enquiries in an efficient, friendly, and professional manner
• Ensure projects phone directory and internal extension numbers is kept up to date and issued to all relevant employees
• Collect and distribute daily mail
• Take responsibility for ordering necessary office supplies
• Ensure the front office and reception is always clean and tidy, arrange for service when required
• Maintain a well-groomed and professional appearance
• Provide administrative and secretarial support to Senior Management on request
• Greeting visitors, offering them refreshments and arrange for the same, and direct them to the right person
• Arrange snack/lunch during meeting if required
• Record and handle all incoming and outgoing couriers
• Answer calls and taking message
• Help set up project meetings and booking rooms
• Arranging travel and accommodation as required
• Organise venues
• Carry out all standard administrative duties
• Handle the minute-taking at meetings where required
• Highly experienced in administration software such as Microsoft Office including Word, Excel, PowerPoint…etc.
• Prepare, organise and store information in paper and digital form
• Dealing with queries on the phone and by email
• Manage the incoming and outgoing letters in project
• Support with the Document Controller in purchasing PPE and other trainings for site visit
• Observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country
• Aware of identifying the possible risks and hazards of the office and construction industry
• Aware and adequate trainings to handle emergency response situations
• Aware of the risk control measures, e.g. use of PPE…etc.
• Maintain excellent awareness of quality, processes, procedures and requirements in the industry

• Bachelor’s degree in business or a HR Related Field 10 years of experience in Project Admin
• Excellent oral and written communication and skills
• Approachable and good natured
• Excellent administration skills – organised, thorough, systems orientated with meticulous attention to detail
• Effective communication skills to collaborate with project teams, engineers, and other stakeholders
• Excellent experience with computer Applications such as Advance Microsoft Office Applications (Word, PowerPoint, Outlook), Advance Excel, ACONEX, FTP site & SharePoint
• Excellent experience in Document Management Systems (DMS)
• Excellent familiarity with document control procedures and processes
• The ability to create a positive, everlasting impression with the most professional, courteous, and expedient manner and to continually strive for superior client service
• Effective leadership skills for managing teams
• Proactive, punctual and reliable
• Well presented and well spoken
• Excellent ability to manage planning, competing priorities and manage pressure that results from this
• Excellent understanding of the contractual obligations

At Kent, you will be bringing your valuable experience in your area of expertise to your role at Kent. Typically, in your role, you will have a broad perspective on problems and we’ll trust you to identify new, less obvious solutions. You will also serve as a source of knowledge and guidance for colleagues with less experience.

HSSEQ

The Employee shall observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country.

• Candidate should contribute to creating a workplace where everyone feels compelled to intervene whenever they observe an unsafe act or condition to ensure that everyone goes home safe and well and the environment is preserved in the successful operation of our business.
• Candidate should maintain the HSSEQ management system, and the tools required to implement it.

Details about the Job

Location: Mumbai

Relocation Required: Not applicable

Travel Required: Sometimes

Contract Type: Regular