Construction Administrative Assistant

4 weeks ago

Manila, National Capital Region, Philippines Satellite Office Full time
Description

Job Summary:

We are seeking a highly organised and detail-oriented Construction Administrative Assistant to support our construction projects. The ideal candidate will assist in administrative tasks, document management, and communication to ensure projects run efficiently and meet deadlines.

Key Responsibilities

Administrative Support:

  1. Coordinate daily office operations and provide administrative support to project managers and construction teams.
  2. Schedule and manage project-related meetings, appointments, and travel arrangements.
  3. Keep up to date with all daily emails.

Document Management:

  1. Prepare, organize, and maintain project files, contracts, permits, and correspondence.
  2. Track and manage submittals, RFIs (Requests for Information), and change orders.
  3. Daily project checklists to ensure all required documents and lodgements are complete (essential part of the job).
  4. Document control.

Communication:

  1. Act as the point of contact for vendors, subcontractors, and clients.
  2. Relay project updates and information between team members and external stakeholders (essential part of the job).

Compliance and Reporting:

  1. Ensure all required permits, licenses, and insurance certificates are up to date.
  2. Ensure inductions are up to date.
  3. Generate reports on project status.

Procurement and Inventory:

  1. Coordinate procurement of materials and supplies.
  2. Track and maintain inventory of office and project-related equipment.

Accounts:

  1. Back up support for accounts and purchase orders when required (not the main role).

Qualifications

  1. Education: High school diploma or equivalent required.
  2. Experience: Minimum of 2 years of administrative experience.
  3. Skills:
    1. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
    2. The ability to adapt to learning Company's current software/programs.
    3. Familiarity with Xero is a plus.
    4. Strong organisational and time-management skills.
    5. Excellent written and verbal communication skills.
    6. Ability to multitask and work in a fast-paced environment.

Key Attributes

  1. Attention to detail and problem-solving abilities.
  2. Team-oriented with a proactive and positive attitude.
  3. Commitment to maintaining confidentiality and professionalism.

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