Senior Administrative Assistant in Kuala Lumpur, Selangor, Malaysia

 Primary Functions

  • To undertake all secretarial and administrative duties for the Project Manager, Construction Manager and on behalf of the Project Management Team.

Tasks and Responsibilities

•             Receives and files project correspondence and contractual, financial and administrative documents.

•             Typing of all the Project Managers or his deputys project correspondence.

•             Coordinates project meetings, project alignment functions and team-building.

•             Maintains registers and updates files of all project correspondence (technical, contractual, financial and administrative) received from and transmitted to the Client, subcontractors, vendors, third parties and to other McDermott entities.

•             Transmitting all project correspondence and contractual, financial and administrative documents to client under cover letter.

•             Distributes all project correspondence and contractual, financial and administrative documents using web-based Share Point site, email and/or hard copy as defined in the project correspondence distribution list.

•             Ensures that the latest revisions of project contract and administrative correspondence, documents and files are available and further distributed to the appropriate personnel related to the project or as required.

•             Coordinates with Document Controller for control of all technical documents (reports, procedures, drawings, specifications, etc.)

•             Coordinates with project controls for control of all financial documents (invoices, insurance certificate, etc.)

•             Coordinates with purchasing and subcontracts departments for control of purchasing and subcontract documents.

•             Coordinates with other departments for control of internal technical correspondence with other departments, other McDermott entities and external technical correspondence with vendors and subcontractors.

•             Archives all project correspondence and contractual, financial and administrative documentation in accordance with the project document control procedure.

•             MAINTAINS supervisor's calendar and MAKES appointments, as instructed.

•             MAKES travel and hotel reservations for department personnel, as necessary.

•             RECORDS minutes of project meetings, as required, including live taking of minutes on overhead projector.

•             Has working knowledge and experience of using Microsoft SharePoint, including setting up of new libraries and lists. Candidate will be expected to demonstrate proficiency during interview

•             Experienced user in the use of Microsoft office products.

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