Administrative Officer
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Key skills for this role
About the Role
Technip Energies is seeking an Administrative Officer / Project Secretary to provide comprehensive administrative and coordination support to the Project Manager and project team in Abu Dhabi.
Key Skills for This Role
Responsibilities
- Provide administrative and secretarial support to the Project Manager and project team
- Maintain project records, files, logs, and databases in accordance with company procedures
- Assist in the preparation, formatting, and issuance of project reports, presentations, and correspondence
- Track project deliverables, action items, and deadlines to ensure timely completion
- Coordinate project related communications among internal departments, clients, subcontractors, and vendors
- Manage incoming and outgoing correspondence, including letters, transmittals, emails, and reports
- Maintain project document registers and ensure proper filing of all project documentation
- Schedule and coordinate project meetings, workshops, and review sessions
- Prepare meeting agendas, presentations, and supporting documentation
- Record and distribute meeting minutes and follow up on action items
Requirements
- Bachelor's Degree or Diploma in Business Administration, Office Management, Secretarial Studies, or a related discipline
- Minimum 5–10 years of experience as a Project Secretary, Administrative Officer, or Executive Secretary, preferably within Engineering, Oil & Gas, EPC, Offshore, or Construction projects
- Experience supporting Project Managers and multidisciplinary engineering teams is highly preferred
- Fluent in English
Full Job Posting
About the mission we offer you
- Job Title: Administrative Officer / Project Secretary
- Department: Projects / Engineering
Qualification
- Bachelor's Degree or Diploma in Business Administration, Office Management, Secretarial Studies, or a related discipline.
- Certification in Office Administration or Secretarial Practice is an added advantage.
Experience
- Minimum 5–10 years of experience as a Project Secretary, Administrative Officer, or Executive Secretary, preferably within Engineering, Oil & Gas, EPC, Offshore, or Construction projects.
- Experience supporting Project Managers and multidisciplinary engineering teams is highly preferred.
Key Responsibilities Project Administration
- Provide administrative and secretarial support to the Project Manager and project team.
- Maintain project records, files, logs, and databases in accordance with company procedures.
- Assist in the preparation, formatting, and issuance of project reports, presentations, and correspondence.
- Track project deliverables, action items, and deadlines to ensure timely completion.
- Coordinate project related communications among internal departments, clients, subcontractors, and vendors.
Document Control & Correspondence
- Manage incoming and outgoing correspondence, including letters, transmittals, emails, and reports.
- Maintain project document registers and ensure proper filing of all project documentation.
- Distribute documents to relevant stakeholders and maintain document tracking records.
- Support the preparation and submission of client deliverables and project reports.
- Ensure confidentiality and security of project information and records.
Meetings & Coordination
- Schedule and coordinate project meetings, workshops, and review sessions.
- Prepare meeting agendas, presentations, and supporting documentation.
- Record and distribute meeting minutes and follow up on action items.
- Coordinate logistics for project reviews, audits, and client meetings.
Office Administration
- Manage calendars, appointments, and travel arrangements for project personnel.
- Coordinate hotel bookings, transportation, visa applications, and other travel related activities.
- Organize office supplies and administrative resources required by the project team.
- Support onboarding and mobilization activities for project personnel.
Reporting & Data Management
- Prepare weekly and monthly project administrative reports.
- Maintain manpower records, leave schedules, attendance records, and project contact lists.
- Assist in compiling project performance reports and management presentations.
- Update project tracking systems and databases as required.
Client & Stakeholder Support
- Act as a focal point for project related administrative communications.
- Coordinate with client representatives, contractors, consultants, and internal stakeholders.
- Maintain professional communication and ensure prompt responses to project correspondence.
Compliance & Quality
- Ensure compliance with company policies, procedures, and project requirements.
- Support quality audits and project documentation reviews.
- Maintain accurate records in accordance with project document retention requirements.
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