Administrative Assistant

Your role

• Provide day-to-day administrative support to the Project Director, Resident Engineer, and project management team.
• Manage incoming and outgoing correspondence, including emails, letters, memos, and project communications.
• Maintain and organize project files, records, reports, and documentation in accordance with project procedures.
• Coordinate meetings, workshops, and project reviews, including scheduling, invitations, agenda preparation, and meeting minutes.
• Maintain calendars and arrange appointments, travel, and accommodation for project personnel as required.
• Prepare, format, and distribute reports, presentations, letters, and other project documents.
• Ensure proper document filing and record management, both electronic and hard copy.
• Assist in tracking project submissions, approvals, and action items to ensure timely follow-up.
• Support document control and project administration teams in maintaining accurate records.
• Coordinate office logistics, supplies, equipment, and administrative requirements.
• Maintain contact lists and stakeholder directories.
• Handle confidential information and project documentation with a high level of discretion.
• Assist in onboarding new project staff and coordinating administrative requirements.
• Support the preparation of monthly reports, dashboards, and management presentations.
• Monitor office expenditures and support basic procurement and administrative processes.
• Coordinate with internal departments, clients, contractors, and external stakeholders regarding administrative matters.
• Assist with timesheet collection, leave records, and workforce administration activities as required.
• Ensure compliance with company policies, procedures, and project administration requirements.
• Support project closeout activities, documentation archiving, and record retention processes.
• Perform other administrative duties as assigned to support project operations.