Project Controls Administrative Assistant

Position Title: Project Controls Administrative Assistant

  1. Objective:
  • Contribute and facilitate activities of Rakita’s Project Contols Department.
  1. Primary activities and tasks include the following; other duties may be assigned:
  • Assist with various administrative duties in the Bor office, taking care of protocol, guests reception, providing necessary information and support, as assigned by the Project Controls Manager;
  • Ensure general administrative support for the office;
  • Full administrative support to the Project Control Department;
  • Attendance of Project Meetings for the purpose of taking meeting minutes;
  • Maintain and expedite Project Team action item log;
  • Expedite and track work flow processes associated with: invoice approvals, change management, Project Controls and contract administration related duties;
  • Responsible for receiving, recording, distributing and mail archiving;
  • Data entry;
  • Liaise and, communicate with Employer’s financial structures, as needed, and support document coordination of finance related tasks (reports, preparation of documentation for accounting, management of invoices and invoice processing);
  • Coordinate communication/ paperwork with internal and external parties;
  • Implement office procedures (sending, receiving and selecting business documentation and correspondence, keeping records and filing in line with company rules);
  • Organize all tasks related to office and equipment maintenance, keeping communication with suppliers and contractors (cleaning, maintenance of office premises and equipment);
  • Preparation/arranging of business meetings;
  • Organization of business trips;
  • Sharing necessary information with clients and business partners;
  • Reports timely and accurately to his superior and is responsible for data accuracy;
  • Adhering  to ethical principles of the profession and acting in accordance with company policies and procedures;
  • Performing  other duties within their education at the request of the immediate superior;
  • He/she is obliged and responsible, within the scope of his/her work, to implement measures for safe and healthy work in accordance with the safety and health at work, other relevant regulations and the Rules on Safety and Health at Work;
  • Observing environmental measures and fire protection within the scope of his/hers duties,
  • Participating in ensuring the functioning of the quality system in accordance with quality standards.
  1. Location and Contract length:
  • Bor.
  1. Reporting Responsibilities:
  • This position reports to Project Controls Manager.
  1. Department:
  • Project Control
  1. Supervisory Responsibilities:
  • This position has no supervisory responsibilities
  1. Education and/or Experience, Certificates:
  • Bachelor’s degree in Law / Economy related discipline or academic equivalencies degree required
  • Excellent English Level (B2/C1)
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • 1-year experience in finance or project administration
  1. Other Skills and Abilities:
  • Excellent level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Excellent planning and organization skills to meet deadlines
  • Able to perform job function with a minimum of daily supervision
  • Ability to learn effectively and actively
  • Co-operative and supportive team player.

(Some of the following skills and abilities may be acquired through additional training, but the employee must be able to demonstrate the capacity to obtain these requirements before being placed in this position)