Admin Assistant

1. General Office Administration

• Office Management : Ensure smooth office operations, including handling office supplies, coordinating with vendors, managing office equipment maintenance, and ensuring a clean and safe work environment.
• Document Management : Organize and maintain both physical and digital files, ensuring that all documents are properly stored, indexed, and easy to retrieve.
• Correspondence Handling : Handle incoming and outgoing correspondence, including emails, letters, and packages, and ensure proper routing to the appropriate personnel.

2. Project Support

• Assisting Project Managers : Provide administrative support to project managers, including organizing meetings, managing schedules, preparing reports, and tracking project milestones.
• Document Control : Assist with document control for construction projects, such as ensuring that project documentation (e.g., blueprints, contracts, project plans) is up-to-date, organized, and compliant with company policies.
• Procurement Support : Help with the ordering and tracking of materials, supplies, and equipment needed for construction projects.
• Coordination with Subcontractors : Assist in communicating with subcontractors, suppliers, and clients, ensuring that all parties have the necessary documents and information to proceed with their tasks.
• Budget & Expense Tracking : Support in tracking project expenses, processing invoices, and ensuring that all financial records are maintained accurately.

3. Scheduling & Coordination

• Meeting Coordination : Schedule meetings, conference calls, and site visits. Ensure the preparation of necessary materials and communication with relevant parties.
• Travel Arrangements : Organize travel logistics for project teams, including flight bookings, hotel arrangements, and transportation.
• Event Management : Coordinate company events, site visits, safety orientations, and employee training sessions.

4. Human Resources Support

• Timekeeping & Payroll : Assist with tracking employee attendance, leave records, and maintaining personal files. Help with payroll processing by collecting data or coordinating with HR.
• Recruitment Assistance : Assist with the recruitment process by organizing interviews, preparing job postings, and processing candidate applications.

5. Health, Safety & Compliance

• Safety Documentation : Ensure that safety reports, work permits, and risk assessments are properly documented and accessible. Assist with safety training and ensure compliance with workplace safety regulations.
• Permit Handling : Assist with the application and submission of necessary permits for construction work, ensuring that all required permits are in place for the company to operate legally.

6. Communication & Liaison

• Client Liaison : Maintain communication with clients, contractors, and suppliers to ensure the smooth execution of projects. This can include answering inquiries, forwarding requests to the right department, or preparing client-facing reports and presentations.
• Internal Communication : Act as a liaison between various departments, ensuring that information flows efficiently across teams working on different aspects of the project.

7. Ad hoc Tasks

• Ad Hoc Tasks : Depending on company needs, the administrative assistant may be asked to assist in other areas, such as preparing presentations, assisting with tender submissions, or organizing team-building activities.

Knowledge of QBO would be good

Knowledge of MOM portal WPOL would be good