Project Assistant Admin Support

Req ID:498544

Purpose of the job:

• provide a confidential, effective and professional service to the Manager and his/her team
• assist the Manager to guarantee time efficiency, communication and organization
• provide support on any specific subjects linked to the activities of the department.

Key accountabilities:

• Following up on depot local team logistics and attendance sheets & Managing and recording annual leave
• Managing Concur accounts for financial settlements and Manage expenses sheets
• Coordinating with local suppliers and Managing purchase order requirement and updates and Liaise with suppliers and expedite orders
• Coordinate logistics activities
• Issuing Permit To Work, Depot Requests, and security permit documents to be signed by ECM
• Collecting physical signatures from various departments across line 1 locations from ECM and NAT
• Releasing and archiving client letters
• Customer liaison – build up relationships with the customers at all levels and become a reliable point of contact for them.
• Updating and coordinating the trainings competency matrix
• Issuing purchase requests for indirect materials, stationery, and buffet items
• Liaising with depot team on a regular basis to obtain various information.
• Compiling reports for Project reviews
• Arranging meetings – including room bookings, equipment, refreshments, etc
• Manage the office – reception of visitors, room allocation, post, invoices, lunches etc
• Travel arrangements – flights/hotel bookings -visa
• Email management: where appropriate responding on Operations Director’s behalf / fielding
• telephone calls and Diary management
• Prepare agendas for the meetings, write minutes
• Provide support in making PowerPoint presentations
• Manage DA and follow payment of invoices
• Provide the necessary support to new comers in the team

Educational Requirements

Mandatory:

• Degree level
• 3 to 5 years of administrative experience
• IT skills – competent user of Word, Excel packages, Notes Email, Internet. Good command of software (word, excel, PowerPoint, Outlook…) and computer

Desirable:

• Senior Secretary
• Company’s travel bookings (CWT), SAP, GSI, Ariba, ALPS, Concur and INSPIRE Basware P2P

Experience

Mandatory:

• Good knowledge of Alstom & other functional areas within the organization
• Basic knowledge of domestic market
• Flexible and the ability to multi task

Competencies & Skills

• Trustworthy / Confidential / Discretion
• Sense of urgency
• Autonomy, good sense of initiative and ability to anticipate and solve issues
• Quality rather than quantity service
• Reactivity
• Good relationship and communication skills
• Team-spirit and customer focused

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.

Job Segment: Project Manager, Administrative Assistant, ERP, SAP, Technology, Administrative