QS Administrative Officer

17 hours ago

Pasay, National Capital Region, Philippines SMDC Full time ₱250,000 - ₱500,000 per year

Your Role, Your Impact

The Administrative Officer provides comprehensive administrative and operational support to the Quantity Surveyor (QS) Group. The role involves handling confidential correspondence and ensures smooth coordination of documentation, project data, and communication within the team and with other departments. This position supports daily QS functions such as cost estimates, bid evaluation, cost monitoring, reporting, project record management

1.
Administrative and Office Support


• Maintain and organize all QS group files, reports, and correspondence (both digital and hard copy).


• Prepare and manage communications, meeting schedules, minutes of meetings and follow up on assigned actions within the group.


• Assist in preparing correspondence, memos, internal communications, forms, reports, and documentation required by Team.


• Manage the logistical and administrative needs of the QS department, including supplies, office coordination, and onboarding of new team members.

2.
Documentation and Data Management


• Ensure proper version control, formatting, and filing of cost estimates, bid and cost evaluations.


• Compile cost estimates, cost evaluations, and progress reports in coordination with the QS team.
• Maintain updated databases of materials, suppliers, subcontractors, and cost references.


• Support document control and version tracking for all QS-related files, templates and records.

3.
Project and Operational Support


• Coordinate with Procurement, Engineering, and Finance for required project documentation and related requirements.


• Track project correspondence, estimates, bids, change orders, and progress reports for record keeping and follow-up.


• Monitor department expenditures, purchase requests, and budget tracking in coordination with the team.

4.
Reporting and Communication


• Consolidate group reports such as Bid Evaluation Summaries-Status, Change Order summaries status, KPI dashboards, OPEX/CAPEX and other Monitoring Template-Reports.


• Serve as the primary point of contact for internal coordination of QS-related requirements.


• Support the preparation of presentations, cost reports, and management summaries.

5.
Compliance and Quality Control


• Ensure all documentation adheres to internal standards for version control, naming conventions, and filing.


• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Who We're Looking For


• Bachelor's Degree in Business Administration, Office Management, or related field.


• At least 2–4 years of administrative or project coordination experience, preferably in a construction, engineering, or consultancy environment.


• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).


• Strong organizational and project coordination skills with attention to detail.


• Excellent communication and interpersonal skills; able to coordinate with multiple departments.


• Demonstrated ability to handle sensitive information with discretion and professionalism.


• Capable of multitasking, prioritizing work, and meeting tight deadlines.


• Familiarity with construction documents, cost tracking, or QS processes.


• Experience using document management.


• Background supporting technical, engineering, or cost management teams is an advantage

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