PROJECT ASSISTANT – BTR (Fiji) Pte Limited

JOB DESCRIPTION & SKILLS/QUALIFICATIONS REQUIRED

BTR (Fiji) PTE Limited, a subsidiary of Our Pacific Office (OPO) based in Nadi offers outsourced business services to organizations located overseas.

We are seeking interest from enthusiastic, talented and experience individuals to fill the position of PROJECT ASSISTANT for one of our clients.

About the Role:

You will be working for/with the Project Manager undertaking the following responsibilities:

Assist in coordinating and managing various aspects of export projects to Saudi Arabia.
Maintain and update project documentation, including contracts, permits, and shipping records.
Create and manage project schedules and timelines using Microsoft Excel and Fishbowl.
Collaborate with the project team to ensure all project tasks are completed on time and within budget.
Prepare and review shipping documents, including invoices, packing lists, and customs declarations.
Monitor and track shipments, ensuring they reach their destination in Saudi Arabia on schedule.
Communicate with suppliers, logistics partners, and government agencies to ensure compliance with regulations and guidelines.
Collect and analyze data related to project performance, costs, and other key metrics using Excel.
Prepare regular reports and presentations for project stakeholders.
Assist in resolving any project-related issues or discrepancies that may arise.
Organize and participate in meetings, conference calls, and project-related events as required.
Support the project manager in coordinating and implementing project tasks and objectives.
Provide administrative support, including scheduling, filing, and correspondence related to the projects.
Assist in any other tasks or responsibilities as directed by the project manager to ensure the success of the export projects.
Coordinate and assist in the planning of travel for physical inspection when necessary to ensure the quality and compliance of live tree shipments to Saudi Arabia.
Work closely with the project team to schedule and organize site visits and inspections, making necessary travel arrangements and accommodations.
Keep detailed records of inspection findings and follow up on any corrective actions required as a result of physical inspections.
Maintain an updated travel log and budget for inspection-related expenses.
Ensure that all travel and inspection activities align with project timelines and objectives.
Support the project manager in managing and resolving any issues identified during physical inspections.
Assist in coordinating and documenting any necessary follow-up actions after inspection visits.
Stay informed about travel guidelines and regulations related to international inspections and safety measures.
Provide administrative support in preparing travel itineraries and related documentation for inspection trips.

Desirable Candidate:

Minimum of 2 years’ demonstrated experience in similar role
Organized and detailed orientated
Expert knowledge in using Microsoft Excel would be a great advantage
Background in construction, landscaping projects would be ideal but not preferrable
Knowledge of import, export, shipping logistic, documentation and data analysis
Proactive, Independent with the ability to think outside the box
Have a great attitude and character driven mindset
Adaptability to be part of a unique and diverse working culture
Ability to collaboratively share and contribute positively within a team setting
Excellent communication and interpersonal skills

JOB FUNCTIONS
Accountant, Accounting Jobs (Other), Accounts Officers / Clerks/ Accounts Assistants, Administrative Officers, Client /Sales /Contract Administration, Compliance, Control & Quality Assurance, Cost/Financial/ Management Accounting, Data Entry Staff, Gardening & Landscaping, Freight/Cargo Forwarding, Purchasing, Procurement & Stores, Warehouse Officers, Logistics and related staff

JOB OPEN TO:
Fiji Residents Only