Our client is seeking a highly organised and detail-oriented Administrative Officer to support the daily administrative, documentation, and coordination activities of our construction projects and office operations.

This role plays a critical support function to Project Managers, Site Supervisors, and the wider project team by ensuring accurate record-keeping, timely communication, and efficient office systems. The ideal candidate will thrive in a structured yet fast-paced construction environment and demonstrate strong attention to detail.

🔧 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.

🎯 Requirements

Relevant training, certification, or qualification in Business Administration, Office Administration, Construction Management, or a related field.
Experience in an administrative role (construction industry experience preferred).
Proficiency in Microsoft Office (Word, Excel, Outlook).
Strong organisational and communication skills.
Excellent attention to detail and document management discipline.
Ability to manage multiple priorities and meet deadlines.
Knowledge of construction processes and terminology is an asset.
Ability to maintain confidentiality and handle sensitive documents.

🏗️ Working Conditions

Primarily office-based with occasional visits to construction sites (if required).
Fast-paced environment with multiple ongoing projects.
Interaction with contractors, consultants, suppliers, and clients.
May require flexibility during peak project periods.