Administration Assistant Full Time

UTEC, part of Acteon Group, is one of the world’s largest independent offshore and onshore survey providers. We provide a wide range of survey, positioning and data management services using the most advanced equipment and techniques. The data we generate provides our clients with the information they need to make critical, well informed, business decisions.

UTEC is currently seeking to hire an Administration Assistant on a full-time, permanent basis for their team in Abu Dhabi, UAE. The Administrative Assistant will provide administrative support required by Business Unit Director, Operations Manager, Project Manager and or their delegate.

Duties/Responsibilities

• Provide administrative support to Business Unit including, and not limited to, general clerical,
receptionist and project based work
• Compose and/or edit a variety of correspondence, reports, memoranda, and other material
requiring judgment as to content, accuracy, and completeness
• Assist with all personnel logistics, hotel bookings and flights
• Provide administrative support visa applications, liaise with Visa agents, government work
permit approvals, health insurance, company documents and office tenancy
• Monitor all Offshore & Office personnel movements and work deployments
• Monitor and validate all Offshore Personnel expense submissions
• Maintain Offshore Personnel expense records by data entry of processed Personnel expenses
• Provide direct administrative support to offshore personnel on an ad hoc basis (typically
handling of Personnel Welfare issues)
• Provide administrative support to the Operations Team including, but not limited to, general
clerical, receptionist and project based work
• Liaises with Travel provider to schedule flights, arrange visas, hotel and rental car
accommodations for all regional employees and provides itineraries in a timely manner
• Ensures route and carrier options are most appropriate based on project needs and employees
departure points
• Researches alternate options when preferred travel is not available
• QC of regional travel logs to ensure accuracy
• Responsible for the review of Global travel providers invoice to ensure accuracy, correct project
codes are referenced and invoices are presented with supporting documents
• Liaise with Safety Training, Medical Centers to coordinate the efficient and cost-effective
organization of Offshore Personnel Medical and Safety Training schedules;
• Monitor travel and lodging costs, perform cost comparisons to actively seek cost savings
• Maintain and acknowledge the need for a high level of company and customer confidentiality
• Support document requirements for tender prequalification as required by commercial team

Requirements

• High School Diploma or associate degree with excellent knowledge of MS office applications
• Excellent communication skills, both written and verbal