Project Assistant Admin Support

Req ID:498544At 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 teamassist the Manager to guarantee time efficiency, communication and organizationprovide 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 leaveManaging Concur accounts for financial settlements and Manage expenses sheetsCoordinating with local suppliers and Managing purchase order requirement and updates and Liaise with suppliers and expedite ordersCoordinate logistics activitiesIssuing Permit To Work, Depot Requests, and security permit documents to be signed by ECMCollecting physical signatures from various departments across line 1 locations from ECM and NATReleasing and archiving client lettersCustomer 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 matrixIssuing purchase requests for indirect materials, stationery, and buffet itemsLiaising with depot team on a regular basis to obtain various information.Compiling reports for Project reviewsArranging meetings – including room bookings, equipment, refreshments, etcManage the office – reception of visitors, room allocation, post, invoices, lunches etcTravel arrangements – flights/hotel bookings -visaEmail management: where appropriate responding on Operations Director’s behalf / fieldingtelephone calls and Diary managementPrepare agendas for the meetings, write minutesProvide support in making PowerPoint presentationsManage DA and follow payment of invoicesProvide the necessary support to new comers in the teamEducational RequirementsMandatory:Degree level3 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 SecretaryCompany’s travel bookings (CWT), SAP, GSI, Ariba, ALPS, Concur and INSPIRE Basware P2PExperienceMandatory:Good knowledge of Alstom & other functional areas within the organizationBasic knowledge of domestic marketFlexible and the ability to multi taskCompetencies & SkillsTrustworthy / Confidential / DiscretionSense of urgencyAutonomy, good sense of initiative and ability to anticipate and solve issuesQuality rather than quantity serviceReactivityGood relationship and communication skillsTeam-spirit and customer focusedYou don’t 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, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!Important to noteAs a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.