Office Staff

Duties and Responsibilities

1. General Office Administration

   • Perform day-to-day administrative and clerical tasks to support office operations.

   • Prepare, encode, print, scan, photocopy, and organize documents as required.

   • Maintain an organized and efficient filing and document management system.

   • Monitor incoming and outgoing documents, correspondence, and office communications.

   • Assist in preparing letters, memoranda, reports, forms, presentations, and other office documents.

   • Coordinate meetings, appointments, and other office activities.

2. Document Control and Filing

   • Receive, record, distribute, and file company and project-related documents.

   • Maintain electronic and physical filing systems.

   • Assist in monitoring document submissions and pending requirements.

   • Maintain records of contracts, purchase orders, invoices, correspondence, permits, reports, and other company documents.

   • Assist in preparing document transmittals and maintaining document logs.

3. Office Supplies and Equipment

   • Monitor office supplies, materials, and consumables.

   • Prepare requests and coordinate the purchase or replenishment of office supplies.

4. Employee and HR Administrative Support

   • Assist in maintaining employee records and personnel files.

   • Assist in monitoring daily timekeeping, attendance, leaves, and other employee records.

   • Assist in onboarding and offboarding administrative requirements.

   • Maintain confidentiality of employee and company information.

   • Provide administrative assistance to the HR/Admin Officer or management as required.

5. Project and Construction Administrative Support

   • Provide administrative assistance to project teams, engineers, architects, and other project personnel.

   • Assist in preparing and organizing project documents, reports, meeting minutes, transmittals, and correspondence.

   • Coordinate the submission and retrieval of documents between the office, project sites, clients, consultants, contractors, and suppliers.

   • Assist in monitoring project-related administrative requirements and deadlines.

6. Other Duties

   • Perform other administrative and clerical duties that may be assigned by management.

   • Support other departments when necessary to ensure smooth company operations.

   • Observe company policies, procedures, confidentiality requirements, and workplace standards.

   • Perform other related duties consistent with the position and the needs of the organization.

Qualifications

• Graduate of any Bachelor’s degree, Associate Degree, or relevant vocational/technical course.

• Previous experience in office administration, clerical work, construction administration, or a related field is an advantage.

• Computer literate and proficient in Microsoft Office applications, particularly Word and Excel.

• Good written and verbal communication skills.

• Strong organizational and time-management skills.

• Detail-oriented and able to maintain accurate records.

• Able to handle multiple tasks and work with minimal supervision.

• Experience in a construction environment is an advantage.

Key Skills

• Office Administration

• Document Management

• Microsoft Office / Excel

• Filing and Records Management

• Coordination and Communication

• Procurement and Supplier Coordination

• Timekeeping and HR Administrative Support

• Basic Accounting Documentation

• Organization and Attention to Detail

• Problem Solving and Multitasking