Admin Assistant To Engineering Department

General duties
• The functions listed describe the business purpose of this job description. Specific duties or tasks may vary and be documented separately. Additional duties may be assigned, and functions may be modified, according to the business necessity
• Reporting to Engineering Manager and Deputy Engineering Manager
• Preparing minutes of meeting, reports and assistance as required by Engineering Department and higher management
• Prepare weekly progress and activity report and report to Engineering Department (every Monday of each week)
• Answer and direct phone calls
• Photocopying, scanning and printing
• Dealing with post
• Using various computer packages: word, excel, PowerPoint, Microsoft project, Navision, etc.
• Organize and schedule appointments
• Write and distribute email correspondence memos, letters, faxes and forms
• Preparation of contracts, payment follow-up, business process documents, planning, etc. (word, excel, Navision, Microsoft project, …)
• Assistance with customs related procedures (import, export, etc.), material deliveries/supplies (follow-up, daily delivery/supply reports, etc.)
• Management and preparation of monthly cash flow reports, investment plan reports, maintenance plan reports, board meeting documents, etc. (word, excel, Navision, …)
• Involvement with QSHE in the office and in respect of administration (incl. 5-S, etc.). Take action, report to Engineering Management and maintain DVIZ standard (regulations, procedures, policies, etc.) at all times.
• Proposals for cost and time saving alternatives for administration in favor of DVIZ on the short/long term
• Preparation and regular updates of contract list, contact list, etc. Document control of soft copies and hard copies in head office (incl. server Engineering Dept), PC 1 and support to engineering site office (as built dossiers, contracts, borelog file, business process documents, contractor profiles, consultant profiles, supplier profiles, etc., etc.)
• Preparation and updates (min. 2 times per year) power point presentations (visops, if any), organization chart, procedure flow charts, department policies, department procedures, internal regulations, maintenance dredging works summary, etc. and report to Engineering Manager
• Identification and resolving any unexpected difficulties and other problems that may arise in relation to administration and sets deadlines to ensure soonest completion with quality
• Preparation of land handover certificates in coordination with Marketing Dept. and site engineering team
• Participate in weekly meetings with contractors, designer/consultant, authorities, customers, etc. and make minutes of meeting if needed.
• Consult Engineering Manager to revise and complete management procedure on human resource and finance. Making forms for implement and appliance
• Assistance with record of leave days schedule, working hours, … of Engineering Dept members
• Asset management Engineering Dept (desks, chairs, computers, printers, etc.)
• Assistance with recruitment process for Engineering Dept
• Market investigation activities concerning material prices, etc., prepare overview and updates
• Preparation Contractor’s Permit to Work, Contractor’s notice to proceed, follow-up contractor’s performance bond, contractor’s cover all risks insurance, etc.
• Control cash flow and budget and assist in preparation payment document for its expenditure
• All other works as assigned by Manager of Engineering Department and higher management.
• Coordination with suppliers, designer/consultant, contractor, customer… on request of Engineering Management or General Director. Strong coordination with other departments of the Employer
• Strong coordination with site engineers

Requirements
• Degree of relavant major
• Professional behavior and attitude
• Every professional decision is made in the best interest of the company
• Reach goals in within the deadlines and with quality
• Have the skill to coordinate with people and work in a team
• Be honest
• Be able to communicate clearly
• Be critical
• Be eager to learn new practices and technologies
• Take initiative and be pro-active
• Work solution oriented

Policy & Welfare
• Competitive salary according to your experience
• Guaranteed bonus (1,5 month)
• Basic PVI insurance in addition to standard insurance for all employees
• In-house training to learn about the norms and values DEEP C stands for.
• Teamwork: you are not alone. If you have problems, you can always turn to your colleagues.
• A lot of variation, you meet a lot of employees and collaborate with various partners in multiple locations.
• DEEP C gives you the space to be who you are and the freedom to take initiative.
• Use of DEEP C site vehicles during execution of the work (according availability)

Workplace
• Office in Ha Long

- Competitive salary according to your experience
- Basic PVI insurance in addition to standard insurance for all employees
- Guaranteed bonus (1,5 month)

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