Key Responsibilities:
Administrative Coordination:
- Assist in scheduling meetings, site visits, and project timelines.
- Prepare agendas, take meeting minutes, and distribute relevant documents.
- Coordinate with internal teams and external vendors or contractors as needed.
Documentation & Record-Keeping:
- Maintain accurate and organized records of project documentation, contracts, permits, and correspondence.
- Manage and file project-related documents systematically for easy retrieval.
Communication Support:
- Serve as a point of contact for internal and external communications related to project activities.
- Draft and send professional emails, memos, and reports.
Procurement & Purchase Support:
- Assist in processing purchase orders and procurement requests for project materials and equipment.
- Track deliveries and liaise with suppliers to ensure timely receipt of items.
Contract & Maintenance Oversight Support:
- Support the management and renewal of maintenance contracts.
- Assist in monitoring service schedules and maintaining records of service providers.
Financial Administration:
- Assist with budget tracking, invoice processing, and expense documentation.
- Prepare basic financial reports as needed.
General Support:
- Provide administrative assistance to the project team to ensure project milestones are met efficiently.
- Support the onboarding of new team members or vendors as required.
Qualifications:
- Diploma or relevant qualification in Business Administration, Office Management, or related fields.
- Prior experience in administrative support or office management is preferred.
- Excellent organizational and time-management skills.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle multiple tasks with attention to detail and professionalism.
Preferred Attributes:
- Proactive, resourceful, and able to work independently.
- Team-oriented with a positive attitude.
- Knowledge of project management or landscape industry terminology is a plus.
- Able to propose and digitalize processes is a plus.
- No prior experience related to the role or career switch is also encouraged to apply.
- Training and development opportunities will be provided.
