admin assistant

1 week ago

Cebu City, Central Visayas, Philippines TeamGlobal Facility Solutions, Inc. Full time ₱400,000 - ₱600,000 per year

Job Overview:

We are seeking a project-based, organized and detail-oriented Administrative Assistant to support our construction team. This position involves providing administrative support, managing documentation, coordinating communication between various stakeholders, and ensuring smooth office operations to assist the construction team in meeting project goals.

Key Responsibilities:

1. Administrative Support:

· Provide general administrative support to the construction team, including scheduling meetings, coordinating site visits, and preparing meeting agendas.

· Organize and maintain construction-related documents, contracts, permits, and blueprints.

· Assist in preparing reports, presentations, and correspondence related to construction projects.

· Manage and update filing systems, both physical and digital, to ensure easy access to project documents.

· Handle phone calls, emails, and other communications from internal and external stakeholders.

2. Document Management:

· Ensure accurate and timely filing of contracts, change orders, invoices, and other key documents.

· Assist with the preparation and processing of project-related documents, such as RFIs (Requests for Information), submittals, and work orders.

· Monitor and track project documentation to ensure compliance with timelines and requirements.

· Coordinate with the project manager to ensure all necessary documentation is submitted for project approval or review.

3. Coordination and Communication:

· Serve as a liaison between the construction team, vendors, contractors, and clients to facilitate effective communication.

· Organize and track the procurement of materials and supplies needed for construction projects.

· Coordinate travel arrangements, accommodations, and site visits for team members as required.

· Manage and distribute construction-related communications, such as project updates and notices, to relevant parties.

4. Scheduling and Meeting Coordination:

· Schedule and arrange meetings for the construction team, including internal team meetings and meetings with clients or stakeholders.

· Take and distribute meeting minutes, ensuring action items and follow-up tasks are recorded and communicated.

· Track and manage deadlines, ensuring the team is on schedule with project tasks and activities.

5. Office Management:

· Order and maintain office supplies and construction materials inventory, ensuring all necessary items are available for the team.

· Handle general office administrative duties, including managing incoming/outgoing mail, handling packages, and maintaining office equipment.

· Ensure compliance with company policies and procedures regarding office operations and document management.

6. Financial and Budgetary Support:

· Assist with invoice processing and monitor expenses related to construction projects.

· Coordinate with the accounting department to ensure proper billing and payment for materials, services, and sub-contractors.

· Track project costs and assist in the preparation of budget reports as required.

Job Types: Full-time, Temporary, Fresh graduate

Benefits:

  • Health insurance
  • On-site parking
  • Pay raise

Work Location: In person

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