Turner & Townsend Hiring for Admin Assistant/Doc Controller Job at Doha Full Time

At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society.

Every day we help our major global clients deliver ambitious and highly technical projects, in over 130 countries worldwide.

Our team is dynamic, innovative and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result our people get to enjoy working on some of the most exciting projects in the world.

Within the Middle East we operate out of offices in Abu Dhabi, Dubai, Qatar, Oman and KSA.

Office Support

• Looking after the front office.
• Welcoming the guests
• Maintaining employee and project directories
• Answering the telephone, taking messages and forwarding calls as appropriate
• Maintains safety, cleanliness and tidiness at the reception, meeting rooms and office facilities area by complying with procedures, rules and regulations
• Purchasing and maintaining the office supplies
• Liaising the maintenance work with the building management
• Managing the driver and documents/post or mails to be delivered to other offices
• Arranging travel bookings (i.e. hotel/air/land transport)
• Organising lunches and refreshments for guests, workshops and celebrations
• In charge of document control for the head office and some project sites as and when needed.
• Maintaining electronic and hard copy filing system / Updates documents register for incoming and outgoing correspondence as well as Bid Registers
• Any Admin ad hoc task like formatting of documents, assisting in preparation of reports, printing, binding, etc.
• Support on bids with the preparation of tender documents
• Provide administrative and executive support including preparing and formatting documents by using word, power point presentations, excel, letters, transmittals, project reports, monthly progress reports, minutes of meetings, LPO’s, invoices etc.
• Arrange internal / external meetings, rooms, facilities and refreshments.
• Format and update CVs, capability statements and case studies ensuring they are in the correct corporate template.
• Act as the team members’ link with the office when they are remote or on project sites.
• Providing holiday cover as a Document Controller on project sites as and when required.

IT Support

• Coordinate with the IT support team in terms of trouble shooting and the replacement of laptops and desktops
• Monitor the backup tapes and send to the UK office

Finance Support

• Handling disbursement of petty cash and cash flow
• Maintain petty cash report
• Prepare LPOs
• Assisting finance in issuing invoices and collecting cheques
• Prepare monthly invoices for clients
• Arrange approval of staff monthly expenses and submit to finance
• Sending reminders on weekly timesheets and prepares summary of actual hours worked as part of the monthly invoices to be sent to the Clients

• Minimum experience of at least 5 years in a similar role
• Excellent in time management
• Must be confident working under pressure and multi-tasking
• Knowledge with document control management software (Aconex, Primavera etc)
• Advance knowledge in MS Word, Excel and PowerPoint
• Fast learning with understanding how to use internal templates and systems.
• Represent Turner & Townsend professionally at all times.
• Punctual, reliable and flexible.
• Good people skills with an ability to work as a team member.
• Ability to deal with sensitive information with discretion and to maintain confidentiality at all times
• Willing to take-up additional responsibilities and challenges
• Proactive and flexible in approach
• Very good communication skills

Additional Information

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

#LI-AK1

Please find out more about us at www.turnerandtownsend.com/