Job Description

Company overview: Engineering & Contracting Company

Website: www.asesgrp.com

Location: Beirut

Internship duration: 

Internship overview: 

The Operations Administration Intern serves as a critical bridge between back-office administration and active project execution. Over the course of the internship, this role transitions from shadowing core administrative functions to actively supporting field team coordination, managing operational data, and identifying areas for workflow improvement. The position is designed to provide hands-on experience in the daily mechanics of a contracting and technical services business.

1. Workflow & Systems Management

• Data Entry & Tracking: Assist in managing daily inputs within enterprise resource planning and task management software (e.g., Odoo, Click Up).
• Financial Administration: Support basic accounting workflows, such as logging project expenses, tracking supplier invoices, and documenting internal fund transfers between cash and bank accounts.
• Process Improvement: Observe existing administrative bottlenecks and help implement error-proofing methodologies (such as Poka-Yoke) to reduce data entry mistakes and streamline repetitive tasks.

2. Field & Team Coordination

• Logistical Support: Assist in coordinating schedules and dispatching field engineering teams or technical crews to project sites.
• Communication Hub: Act as a reliable point of contact between site teams, subcontractors, and the main office to ensure materials and documentation are aligned with daily schedules.
• Project Tracking: Monitor daily progress reports from the field and update central project dashboards.

3. Office Administration & Documentation

• File Management: Organize, digitize, and maintain comprehensive office files, ensuring all project contracts, compliance documents, and supplier agreements are easily retrievable.
• Inventory Oversight: Assist with tracking incoming shipments of technical hardware and monitoring stock levels for essential office and field supplies.
• General Support: Prepare operational reports, draft internal memos, and assist management with day-to-day administrative overflow.

Majors preferences: Electrical Engineering, Business Marketing, Business Management

Technical requirements: 

1. Software & Systems Proficiency ERP & Task Management Exposure:

• Familiarity with or the proven ability to quickly learn Enterprise Resource Planning (ERP) software (like Odoo) and task management platforms (like Click Up).  
• Spreadsheet Mastery: Intermediate to advanced skills in Microsoft Excel or Google Sheets (pivot tables, VLOOKUPs, data formatting) for tracking inventory, schedules, and financial data.  
• General Office Suite: Strong proficiency in standard digital workspace tools (Microsoft 365 or Google Workspace) for document creation and internal communication.

2. Data & Financial Administration Data Entry Accuracy:

• High typing speed and precision for logging project expenses, supplier invoices, and timesheets.
• Basic Accounting Knowledge: Understanding of fundamental financial workflows, such as differentiating between cash and bank accounts, handling internal fund transfers, and reconciling basic expenses.

3. Process & Workflow Understanding Workflow Mapping:

Basic understanding of how to map out a standard operating procedure (SOP) or business workflow. Error-Proofing Concepts: Familiarity with process optimization methodologies like Poka-Yoke or a strong analytical mindset to identify where data entry mistakes are likely to happen and how to prevent them.

Other skills:

Communication & Language

• Bilingual Proficiency: Strong command of both Arabic and English to smoothly coordinate with local on-site crews and draft formal documentation for international suppliers.
• Clear Reporting: Ability to distill messy field updates into concise, accurate daily progress reports for management.
• Assertive Follow-up: Confidence to chase down missing paperwork, pending approvals, or delayed supplier responses without needing to be micromanaged.

Problem-Solving & Resourcefulness

• Triage and Prioritization: Knowing how to separate urgent site issues (e.g., a crew missing materials) from routine tasks (e.g., filing yesterday's expenses).
• Proactive Troubleshooting: A mindset geared toward finding solutions when a schedule falls apart or a shipment is delayed, rather than just waiting for instructions.
• Process Curiosity: An active interest in asking why a process is done a certain way, which is essential for identifying those Poka-Yoke optimization opportunities.

Organization & Execution

• High-Volume Juggling: The capacity to manage multiple open loops simultaneously—such as monitoring inventory, updating ClickUp tasks, and answering office inquiries—without dropping the ball.
• Attention to Detail: Meticulous care when drafting contracts, inputting internal fund transfers, or verifying subcontractor schedules.

Interpersonal & Team Collaboration

• Cross-Functional Diplomacy: The ability to bridge the communication gap between desk-based administrative staff and hands-on technical or engineering teams.
• Coachability: A high willingness to absorb feedback, adapt to your specific corporate culture, and quickly correct mistakes during the initial training months.

Company Profile