Administrative Assistant

Kent•Beaumont, CA

3d•Onsite

About The Position

About the job: Kent is looking for an Administrative Assistant to be based in our Beaumont, TX office and support regional project site(s). 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. Skills and Responsibilities: Responsibilities: 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 are 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 book rooms, arranging travel and accommodation as required, organize venues, and carry out all standard administrative duties. Highly experienced in administration software such as Microsoft Office including Word, Excel, PowerPoint…etc. Prepare, organize 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 and adequate training to handle emergency response situations. Aware of the risk control measures, e.g. use of PPE…etc. In addition to the responsibilities listed herein, the employee may be required to perform other ad-hoc tasks as needed or directed by the supervisor or management. These tasks will be within the reasonable scope of the employee's skills, capabilities, and role within the organization. The intent of this provision is to allow for flexibility and adaptability in meeting the dynamic needs of the organization, ensuring that operational requirements can be met efficiently. All such tasks will be assigned considering the employee's current workload and with respect to their professional development. Your knowledge/skills, education, and experience: Knowledge/ Qualification/ Training/ Certification: Degree in Business Administration or related field preferred; equivalent experience considered.

Requirements

Degree in Business Administration or related field preferred; equivalent experience considered.
Minimum 5 years of experience as a Admin on large scale or industrial projects.
Excellent oral and written communication and skills.
Approachable and good natured.
Excellent administration skills organized, 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.
Excellent command of the English language in both oral and written communication and skills.

Responsibilities

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 are 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 book rooms, arranging travel and accommodation as required, organize venues, and carry out all standard administrative duties.
Highly experienced in administration software such as Microsoft Office including Word, Excel, PowerPoint…etc.
Prepare, organize 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 and adequate training to handle emergency response situations.
Aware of the risk control measures, e.g. use of PPE…etc.