ADMINISTRATIVE ASSISTANT

The Administrative Assistant supports the project team and office operations by performing clerical, documentation, and coordination tasks. This role ensures smooth communication between site teams, suppliers, contractors, management, and clients.

Key Responsibilities:

Assist the Project Manager and Site Engineers with administrative and documentation tasks.

Prepare, update, and maintain construction-related documents such as:

Work permits

Method statements

Safety records

Drawing registers

Material delivery reports

Timesheets

Coordinate with suppliers, vendors, and subcontractors for quotations, purchase orders, and delivery follow-ups.

Maintain attendance records, daily manpower reports, overtime records, and submit them to HR/Management.

Schedule meetings, prepare agendas, and record minutes of meetings.

Manage filing systems (both digital and physical) for project documentation.

Support procurement activities by preparing purchase requests and tracking material status.

Assist in preparing project reports, invoices, and payment claims.

Coordinate with safety teams to ensure documentation compliance (PPE logs, training records, toolbox meetings).

Maintain communication between site and office teams through emails, WhatsApp, and internal systems.

Required Skills and Qualifications:

Diploma or Certificate in Business Administration or related field (Civil/Construction knowledge preferred).

Minimum 1-3 years of admin experience in the construction industry.

Good knowledge of MS Office (Excel, Word, PowerPoint), Email communication, and documentation systems.

Familiarity with construction terms, drawings, and site workflow (optional but preferred).

Strong organizational and multitasking skills.

Good written and verbal communication skills.

Personal Attributes:

Detail-oriented and accurate in documentation.

Ability to work under pressure and meet deadlines.

Professional, cooperative, and team-oriented attitude.