Administrative Officer

🔧 Key Responsibilities

1️⃣ Project Documentation & Records Management

• Prepare and manage project documents, reports, and correspondence.
• Maintain accurate filing systems for drawings, contracts, permits, and project documentation (both physical and digital).
• Ensure proper version control of drawings and contract documents.
• Track revisions, addenda, and updates to project documentation.
• Organise and archive completed project files.

2️⃣ Financial & Administrative Support

• Assist with preparation of payment requests, invoices, and supporting documentation.
• Support preparation of interim payment applications and related project records.
• Track submitted invoices and monitor approval/payment status.
• Maintain accurate project expense records and assist with cost tracking.
• Liaise with Accounts regarding project-related financial documentation.

3️⃣ Project Coordination & Communication

• Coordinate meetings, appointments, and communications with clients, consultants, subcontractors, and project teams.
• Prepare meeting agendas and record minutes when required.
• Follow up on action items arising from project meetings.
• Ensure timely circulation of site instructions and project updates.
• Assist with coordination between office and site teams.

4️⃣ Reporting & Information Tracking

• Track project information, site reports, and staff submissions.
• Maintain updated logs for site reports, RFIs (Requests for Information), variations, and correspondence.
• Assist with preparation of weekly and monthly reports.
• Monitor document submission deadlines and compliance requirements.

5️⃣ General Office & Operational Support

• Provide general office and administrative support to the project team.
• Manage incoming calls, emails, and correspondence professionally.
• Order and manage office supplies when necessary.
• Support onboarding documentation for site personnel (where applicable).
• Assist with preparation of tender submissions and proposals as needed.