About the job Administrative Coordinator

Position Overview:

• The Project Administrator reports directly to the Project Director and is primarily responsible for the flow of information to and from the Project Director, the Hill team, and the Employer. The Project Administrator will organize, maintain, and record project meetings to suit the project weekly and monthly cycle. The Project Administrator is also responsible for managing the Project Directors diary and keeping him abreast of all developments related to the Hill International business which may impact the team, the project management plan, and the way we execute our scope of services.
• The Project Administrator will provide support to all members of the Hill team for the day-to-day administrative tasks including assistance with the preparation of minutes of meeting, presentations, letters, and reports.
• The Project Administrator will also have overall responsibility for the day-to-day management of the office such as stationary ordering, equipment maintenance management, tracking the hill teams attendance and leave.

General Description of Role and Responsibilities:

• Maintain and track all the key action items required of the Hill International team and update the PD daily.
• Arrangement of project meetings and preparation of the meeting agendas and minutes of meeting.
• Maintain an up-to-date meeting schedule to reflect the project meeting cycle.
• Management of the Hill team project diary and coordination of time to promote efficiency of meeting timings.
• Responsible for the communication flow between the Hill team and the Employer for meetings, correspondence and ad hoc information requested.
• Follow up on any outstanding matters with the Hill team with respect to information requested by the Employer.
• Coordinate with the Lead Document Controller/s (internal and external) for compliance with the project document management protocols.
• Assist the Hill team to draft concise correspondence with both internal and external stakeholders.
• Participate in Hill quality checking and verification process on all communication, correspondence, and reports prior to issue to the Employer.
• Administration of the Hill teams attendance and timesheets and providing summary report to the PD.
• Provide a weekly summary of the matters for the PD including: -

• Weekly submission of Hill teams consolidated time sheets to Employer and follow up for approval.

• At the end of each month, submission of Hill teams consolidated monthly time sheet to Employer and follow up for approval.

• Following approval of Hill teams consolidated monthly time sheet, in conjunction with Hill QS team, prepare cover later and draft invoice for finalization by Hill Abu Dhabi Head Office and once completed, submit to the Employer.

• Key actions list updated.

• Meeting schedule

• Employer correspondence in and out

• Contractor correspondence in and out

• Consultant correspondence in and out

• Summary of responses required.

• Change Management tracker

• Collate, verify, and submit all Staff attendance and timings.

• Monitor and process Staff Annual Leave applications and other for the Hill team.

• Provide administrative assistance to the Hill project team to assist them with reports, correspondence, presentations, and any other form of communication required to fulfil their duties effectively.
• Tracking the project teams leave and management of leave applications including the update of the project leave schedule, and separately with both Hill Abu Dhabi Head Office and the Employer
• Updates of the Hill team deployment plan and preparation for submission to the Employer as directed by the PD.

Qualifications, Experience, Knowledge and Skills:

• Degree/Diploma in Accounting or Business Administration.
• Minimum 5 Years total experience for a tier 1 Consultant.
• Minimum 2 Years in the UAE.
• Expertise in Microsoft Word, Excel, and PowerPoint.
• Proficient in the use of Aconex.
• Excellent accounting capability and meticulous attention to detail.
• Excellent organizational skills, strong team player with a can-do attitude.
• Quality driven and meticulous in the preparation of their work.
• Excellent communication and interpersonal skills.
• Process driven and must be able to organize themselves and others.
• Understanding of the urgency in the workplace and adhering to deadlines set.

Hill International