Support Assistant

Roles and Responsibilities

The Secretary Operations will be responsible for project day-to-day operational coordination, documentation, report and presentation preparation, resource management file preparation, and budget file preparation in line with SAP reports and as per directives of the Operations Manager. He would also be responsible for preparing project performance reports, including the compilation of data required for Earned Value Analysis & Reporting, supporting business plan data, apart from the admin basic support of organizing meetings and preparing MOMs. The incumbent should be proficient in MS Office applications, especially MS Excel, and possess exceptional organizational and communication skills.

Job Responsibilities

• Provide high-level administrative & operational support to the Operations Manager.
• Coordinate and obtain various project data, including tracking progress and updating the same and ensuring deadlines are met.
• Prepare resource management files and project budget files in line with SF system & SAP System.
• Prepare project performance reports, including compilation of various data for Earned Value Analysis reporting.
• Support in the preparation of business plan data and other strategic initiatives.
• Prepare and maintain documentation, reports, and presentations.
• Initiate and respond to written and verbal correspondence including composition, editing, and distribution.
• Transcribe drafts for internal correspondence like memos, flyers, letters, minutes, and emails as per the instruction from Operations Manager.
• Organize meetings, including scheduling, preparing agendas, and taking minutes for T & D Project Closure, ESCO, Solar & MEP Divisions.
• Interdepartmental coordination (T&D Project, Solar, ESCO, MEP, Finance, Admin, etc.) for data collection, various other day-to-day activities including resource allocation as per the schedule and its updation in the Daily Manpower Reports.
• Act as a liaison between managers and other staff to represent and communicate issues and directives.
• Handle all general office tasks, filing, and maintaining records in the system.

Job Requirements

Qualifications

• Bachelor's degree in Business Administration or Commerce with 6 to 8 years of experience.
• Proven experience as a project coordinator in construction projects handling project data.
• Proficiency in MS Office applications, especially MS Excel.
• Excellent organizational and time management skills.
• Ability to work independently and prioritize tasks effectively.
• Experience in handling project performance reports (Earned Value Analysis), budget files, and manpower data is mandatory.

Desired Candidate Profile

1. Organizational Skills: Strong ability to manage multiple tasks, maintain schedules, and keep project documentation in order.

2. Communication: Effective verbal and written communication skills for interacting with team members, stakeholders, and clients.

3. Attention to Detail: Careful attention to ensure accuracy in documentation, reports, and schedules.

4. Time Management: Proficient in prioritizing tasks and meeting deadlines.

5. Problem-Solving: Ability to identify issues and propose practical solutions.

6. Technical Proficiency: Familiarity with project management software (e.g., Trello, Asana, Microsoft Project) and basic office software (e.g., Microsoft Office, Google Workspace).

7. Team Collaboration: Strong interpersonal skills to work effectively within a team and support various team members.

8. Basic Financial Understanding: Knowledge of budgeting and tracking project expenses.

9. Adaptability: Flexibility to adjust to changing project requirements and dynamics.

10. Research Skills: Ability to gather information and assist with project-related tasks as needed.

Responsibilities:

• Project Coordination: Assisting in planning and scheduling project activities and meetings.

• Documentation: Maintaining and organizing project documentation, including reports, agendas, and meeting notes.

• Communication Support: Facilitating communication between team members and stakeholders, and distributing information as needed.

• Progress Tracking: Monitoring project timelines and deliverables, and providing updates to project managers.

• Logistical Support: Coordinating logistics for meetings, events, and training sessions related to the project.

• Data Entry and Reporting: Assisting in data entry tasks and preparing reports on project status and performance metrics.

• Financial Tracking: Supporting budget management by tracking expenses and assisting with financial reports.

• Issue Resolution: Assisting in identifying project-related issues and communicating them to the appropriate team members.