Job Summary
Manage and organize project documentation and administrative tasks to support project teams. Coordinate meetings, track timelines and expenditures, and facilitate communication among stakeholders to ensure smooth project operations.
Responsibilities
- Organize and maintain project documentation, records, and correspondence to ensure accurate and accessible information
- Prepare reports, presentations, and meeting agendas to support project communication and decision-making
- Schedule and coordinate meetings, site visits, and project milestones to align team activities and deadlines
- Record, distribute meeting minutes, and follow up on action items to ensure timely completion of tasks
- Track project timelines and deliverables to support project progress monitoring
- Serve as the primary contact for internal and external stakeholders on administrative matters to facilitate effective communication
- Coordinate with vendors, consultants, and contractors to ensure seamless communication and documentation flow
- Facilitate information exchange among project team members to enhance collaboration
- Process invoices, expense claims, and purchase orders related to project operations to maintain financial accuracy
- Monitor and track project-related expenditures and maintain financial records for budget control
- Manage calendars and appointments for team members to optimize scheduling efficiency
- Ensure compliance with company policies and procedures in all administrative activities to uphold standards
Required competencies and certifications
- Bachelor's Degree with 3-6 years of relevant working experience
- Proficient in MS Office (Excel, Word, PowerPoint) to produce and manage project documentation and reports
- Strong communication skills to effectively liaise with stakeholders and team members
- Strong organizational skills to manage multiple administrative tasks and project timelines
- Ability to work independently with minimal supervision to ensure task completion
- Flexibility to work on a shift basis and weekends as required
Preferred competencies and qualifications
- Positive working attitude and ability to collaborate effectively as a team player
