Jacobs Project Administrator in Dublin, Ireland
Administrator required to work with an engineering project team to assist with the following:
Preparing and controlling project documentation.
Issue project documents and drawings internally and to the client as required.
Provide support to Reception and the Dublin office Safety department.
Provide admin support for various departments and managers as required.
Duties are functionally assigned by the Administration Supervisor or following assignment to a particular project or to provide support to a particular manager, the appropriate Project Manager or Manager will assign work on a day-to-day basis.
Using Jacobs database to log and maintain all project documentation
Working with Word, Excel, PowerPoint documents
Project documentation and transmittals – creating the document and ensuring that the document is checked and authorised correctly.
Preparation and issuing of Project Notes and Conference notes
Compilation and issuing of the Monthly and Weekly reports
Provide general administrative support for Project Team and Clients such as typing, filing, logging, e-mailing.
Update project weekly meeting calendar
Booking of meeting rooms and lunches
Maintaining holiday schedule
Scanning and photocopying
Ordering supplies as required for site visits
Sourcing and liaising with venues for project events
Organise meetings and set up WebEx and conference calls.
Issuing project documents via JPI database to Clients and Project Team
Reception duties (Part time):
Answer switchboard and direct calls to the relevant people.
Greet and badge visitors
Book Meeting Rooms
Assisting with booking of travel for employees (flights, accommodation, car hire etc.)
Complies with office health and safety standards and regulations at all times
Compliance with quality procedures at all times
Identification of new working methods and practices to maximise departmental effectiveness.
Additional duties and responsibilities may be assigned; these would be dependent on business or project requirements. Typically these include but would not be limited to: additional project work either in the office or on site; administrative support work for management.
Extensive and proven experience in an administration role.
Proficiency in MS Office packages, (will be trained in Jacobs software)
Strong interpersonal and communication skills with the ability to relate well to personnel at all levels in the organisation
Displays attention to detail
Prioritise workload and manage multiple tasks
High level of customer care focus.
Primary Location Ireland-Ireland Countrywide-Dublin
Req ID: LIF00000G