Project Assistant Admin Support

Req ID:498544

At Alstom we understand transport networks and what moves people. From high-speed trains metros monorails and trams to turnkey systems services infrastructure signalling and digital mobility we offer our diverse customers the broadest portfolio in the industry. Every day more than 80 000 colleagues lead the way to greener and smarter mobility worldwide connecting cities as we reduce carbon and replace cars.

Purpose of the job:

• provide a confidential effective and professional service to the Manager and his/her team
• assist the Manager to guarantee time efficiency communication and organization
• provide support on any specific subjects linked to the activities of the department.

Key accountabilities:

• Following up on depot local team logistics and attendance sheets & Managing and recording annual leave
• Managing Concur accounts for financial settlements and Manage expenses sheets
• Coordinating with local suppliers and Managing purchase order requirement and updates and Liaise with suppliers and expedite orders
• Coordinate logistics activities
• Issuing Permit To Work Depot Requests and security permit documents to be signed by ECM
• Collecting physical signatures from various departments across line 1 locations from ECM and NAT
• Releasing and archiving client letters
• Customer liaison build up relationships with the customers at all levels and become a reliable point of contact for them.
• Updating and coordinating the trainings competency matrix
• Issuing purchase requests for indirect materials stationery and buffet items
• Liaising with depot team on a regular basis to obtain various information.
• Compiling reports for Project reviews
• Arranging meetings including room bookings equipment refreshments etc
• Manage the office reception of visitors room allocation post invoices lunches etc
• Travel arrangements flights/hotel bookings -visa
• Email management: where appropriate responding on Operations Directors behalf / fielding
• telephone calls and Diary management
• Prepare agendas for the meetings write minutes
• Provide support in making PowerPoint presentations
• Manage DA and follow payment of invoices
• Provide the necessary support to new comers in the team

Educational Requirements

Mandatory:

• Degree level
• 3 to 5 years of administrative experience
• IT skills competent user of Word Excel packages Notes Email Internet. Good command of software (word excel PowerPoint Outlook) and computer

Desirable:

• Senior Secretary
• Companys travel bookings (CWT) SAP GSI Ariba ALPS Concur and INSPIRE Basware P2P

Experience

Mandatory:

• 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

You dont need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family youll be proud. If youre up for the challenge wed love to hear from you!

Important to note

As a global business were an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. Were committed to creating an inclusive workplace for everyone.