Business Support Coordinator

Location

Bangalore | India

Job description

Job Description

Business Support Coordinator

Location: Bangalor

Department: Site Operations

Reporting To: Director - Operations, Site Operations

Job Summary

As a Business Support Coordinator (BSC) for AtkinsRealis to support continuous improvement of professional service delivery on supervision projects throughout the Middle East.

Functional Relationships

Site Operations Director

Commercial Director ' Regional

Country Directors

Technical Director ' Regional

Technical Directors

Associate Director HSE&W ' Regional

Project Directors

Resident Engineers

Operations Directors

Heads of Disciplines

Operations Managers

Business Support, Commercial Admin, Project Teams

Primary Responsibility

To provide administrative support to the Site Operations Director and the Senior Management Team and the Project Teams. It is important for this role to develop and maintain relationships with a range of internal and external stakeholders to ensure a collaborative approach to ensure an effective interface between operational and projects team in various locations.

Responsibilities

• Responsibility for the provision of an efficient and responsive administrative, organisational, and logistical support service ensuring that the organisation's policies and corporate processes and systems are consistently applied and adhered to.
• Support SOD with all day-to-day operational activities
• Maintaining and organising diaries simultaneously using MS Outlook, co-ordinating internal and external meetings, and appointments
• Responsible for arranging, preparing, organising and prioritising Client presentations for meetings.

• Effective liaison with PAs, Senior members of staff to obtain information for reports, collating and generating draft reports for review.
• Arrange extensive/complex international travel i.e., flight bookings, hotel reservations, cars and visas where required.
• Geographical knowledge and ability to comprehend differences in international workings which may affect business delivery.
• Deal with issues and instructions remotely on a regular basis.
• Prepare agenda and Minutes of Meeting. Prepare power point presentation for Client meetings and internal management meetings.
• Timely and accurate transcription of correspondence from dictated notes and hand-written work
• Ability to manage electronic document management system.
• Processing inward and outward mail
• Support the BS team for the new staff recruitment process, mobilisation, and onboarding.
• Arrange company provided IT equipmentâs to Site Operations staff as required.
• Schedule driverâs assignments efficiently
• Assist with office management as required such as distributing posters to all project sites, office repairs, modifications liaising with the FM team.
• Facilitate and organise events, meetings, workshops, social events, monthly cascades and Directorâs Tours.
• Coordinate visits of Site Operations Senior Management to other Middle East Countries.
• Manage the business work visit visas of staff such as obtain new visas, renewals, visa runs etc.
• Maintain the updated Site Operations staff list.
• Update Site Operations resources every two weeks in coordination with Project Control Managers, SAMs and HODs
• Arrange monthly Resource Meeting, update the schedule, and circulate to all the attendees.

Project Interface

• Assist SOD and HODs in the day-to-day administrative duties to ensure compliance of corporate requirements.
• Liaise with the respective PDs/HODs to provide updated resources schedule and Leave requirements.
• Liaise with the project supervision team for coordination of Time Sheets and leave request forms.

• Site Operations Office Interface
  • Liaise with the SOD for issues related to staff time sheets, project specific stamps, letter heads, staff leave applications and various administrative activities related to the site staff.
• Requirements
  • Appropriate Degree qualified
  • At least 10 yearsâ experience in Business Support Services, preferably with Engineering Consultants
  • Must demonstrate ability to act independently and as part of a team.
  • Excellent computer skills and proficient in excel, word, power point, access, and outlook.
  • Good communication skills in written and spoken English essential.
  • Good report writing skills, experience of preparing presentations is essential.
  • Good team player, able to communicate effectively with colleagues.
  • A strong background in providing executive level PA support.
  • Experience in working under pressure and meeting deadlines.
  • Ability to take minutes of meetings and compose short professional letters.

• Behaviours
  • Have good interpersonal/communication skills to deal with people at all levels, including a professional telephone manner.
  • Discretion and confidentiality are essential attributes.
  • Positive proactive approach, able to pre-empt actions required and act accordingly.
  • Able to work well under pressure and prioritise workload accordingly.
  • Professional and confident manner
  • Well organised, efficient, and cheerful disposition.
  • Flexible, approachable, and willing to pitch in with all tasks and able to meet deadlines.
  • Geographical knowledge and ability to comprehend differences in international workings which may affect business delivery.

Job tags

Salary