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Administrative Officer

2 months ago

Manila, National Capital Region, Philippines IB Vogt Philippines Inc. Full time

The Administrative Officer will provide comprehensive administrative support to the on-site construction team at a solar power plant project. This role is pivotal in ensuring smooth daily operations by handling various administrative tasks, coordinating communication, managing documentation, and supporting the project management team. The ideal candidate is organized, detail-oriented, and capable of multitasking in a fast-paced construction environment. This is a fixed-term role with initial contract of 1-year which may be extended depending on the project the requirement.

Administrative Support:
o Assist the Project Manager and site team with daily administrative tasks.
o Manage and maintain site office supplies, ensuring that all necessary materials are available.
o Coordinate and schedule meetings, appointments, and site visits.
o Prepare meeting agendas, take minutes, and distribute them to relevant stakeholders.

Documentation Management:
o Maintain and organize project documentation, including contracts, permits, plans, and reports in coordination with the business development team for any business development related permits, etc.
o Ensure all documents are properly filed, accessible, and up-to-date.
o Assist in the preparation and submission of project-related reports.

Communication:
o Serve as the primary point of contact for site communication, including phone calls, emails, and correspondence.
o Coordinate with contractors, suppliers, and other stakeholders to facilitate smooth communication and project flow.
o Relay important information and updates to the on-site team as needed.

• Logistics and Coordination:
o Assist in coordinating the delivery and distribution of materials and equipment to the construction site.
o Support the site management team in planning and coordinating site activities and logistics.
o Monitor and track project timelines, milestones, and deadlines, reporting any deviations to the Project Manager.

Health and Safety Compliance:
o Assist in maintaining records related to health and safety compliance on-site.
o Ensure all visitors and personnel adhere to site safety protocols, including the proper use of personal protective equipment (PPE).
o Support the site team in organizing safety meetings and training sessions.

General Office Duties:
o Manage incoming and outgoing mail and deliveries.
o Handle expense reports, invoices, and petty cash management.
o Provide general administrative support to the construction site as required.

Work Environment:

The role is primarily based on-site at the solar power plant construction location.The candidate must be comfortable working in a construction environment with varying weather conditions.Occasional lifting and carrying of office supplies and equipment may be required.Your ProfileAcademic degree in Business or Office Administration or any related course.Minimum of 3 years' experience in Admin related tasks, preferably in a construction or industrial setting.Experience in managing documentation and communication in a fast-paced environment.Well-developed interpersonal skillsStrong communication skills - systematic organizational approachWillingness to travel.Skills:Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Excellent organizational and time management skills.Strong written and verbal communication abilities.Attention to detail and problem-solving skills.Ability to work independently and as part of a team.Familiarity with construction or engineering terminology is an asset.