Senior Secretary

Project Coordinator & Document Controller (tsssa)

PURPOSE: Provide confidential, effective and professional service to the Director and Project Team Assist the Project Director and the Project Team to guarantee time efficiency, communication and organization. Provide support on any specific subjects linked to the activities of the department. MAIN RESPONSABILITIES Documentation Management: Liaising with project team on a regular basis to obtain various information for the Project Director/s Compiling reports for Project reviews Track and manager the established project repository and data base evolution (Documentation Master List) including reference numbers generation. Establish and maintain the Electronic Documentation Management System Monitor the project/program documentation management KPI's Project & Administration Support Fully manage and launch PR/PO process via SAP/GSI Provide support in making PowerPoint presentations Prepare agendas for the meetings, write minutes Diary management for the team Travel arrangements and coordination of flights/hotel bookings/visa/advances Provide the necessary support to newcomers in the team Manage expenses sheets in the e-tools (team support) Managing and recording annual leave, birthdays of Project team Manage the office - reception of visitors, room allocation, post, invoices, lunches etc Arranging meetings - including room bookings, equipment, refreshments, etc Line Manager Support Manage Travel claims JOB LOCATION / MOBILITY Nigel Site, with some travel and/or missions (internal and external) REQUIREMENTS Degree level or Equivalent in documentation IT skills - competent user of Word, Excel packages, Email, Internet. Good command of software (word, excel, PowerPoint, Outlook) and computer - advanced level Company's intranet travel bookings (CWT)** for internal applicants Shorthand and Typing Senior Secretary course EXPERIENCE Good knowledge of Alstom & other functional areas within the organization Basic knowledge of domestic market Flexible and the ability to multi task COMPETENCIES & SKILLS Trustworthy / Confidential / Discretion Sense of urgency Autonomy, good sense of initiative and ability to anticipate and solve issues Quality rather than quantity service Reactivity Good relationship and communication skills Team-spirit and customer focused