Administration Assistant

• Coordinate daily on-site activities to ensure that project timelines are met while adhering to safety and quality standards.
• Manage and organize office schedules, ensuring efficient allocation of time for meetings, events, and deadlines.
• Serve as the first point of contact for visitors and clients, providing exceptional customer service and a welcoming atmosphere.
• Maintain accurate and detailed records, including filing systems and databases, to ensure easy access to important information.
• Assist in the preparation of reports and presentations, utilizing advanced software skills to create visually appealing documents.
• Coordinate travel arrangements and itineraries for team members, ensuring all logistics are handled smoothly and efficiently.
• Support financial operations by processing invoices, tracking expenses, and assisting with budget preparation.
• Facilitate internal communication by drafting and distributing memos, announcements, and other important correspondence.
• Implement office procedures and policies, contributing to a streamlined workflow and enhanced productivity.
• Conduct research and gather data as needed, providing insights that support decision-making and project development.
• Assist in onboarding new employees by preparing necessary documentation and facilitating introductions to the team.
• Act as the primary liaison between project managers, subcontractors, and suppliers to facilitate smooth communication and resolve issues promptly.
• Monitor project progress and report on key performance indicators to stakeholders, ensuring transparency and accountability.
• Assist in the preparation and management of project documentation, including contracts, schedules, and budgets to maintain project integrity.
• Conduct regular site inspections to verify compliance with design specifications and regulatory requirements.
• Implement and enforce safety protocols, conducting training sessions and safety briefings for all site personnel.
• Support the procurement process by identifying material needs and coordinating deliveries to prevent project delays.
• Facilitate project meetings, preparing agendas and minutes to ensure all team members are informed and engaged.
• Track project changes and manage variations to scope, ensuring that all updates are documented and communicated effectively.
• Assist in conflict resolution on-site by addressing issues quickly and diplomatically to maintain a positive working environment.

Desired Candidate Profile

• Bachelor's degree in Construction Management, Engineering, or a related field is preferred.
• A minimum of a high school diploma; an associate or bachelor’s degree in administration or related field is preferred.
• 1-3 years of relevant experience in an administrative role, showcasing a proven track record of reliability and efficiency.
• Familiarity with office management software and tools, including Microsoft Office Suite and project management applications.
• Strong organizational skills with the ability to multitask and manage competing priorities effectively.
• Excellent verbal and written communication skills, with a keen attention to detail and professionalism.
• A proactive approach to problem-solving, demonstrating resourcefulness and initiative in addressing challenges.
• Cultural awareness and sensitivity, particularly in diverse workplace environments, is highly valued.
• Fluency in English is required; proficiency in additional languages is a plus, enhancing communication with diverse clients.
• A strong understanding of data privacy and confidentiality practices, ensuring sensitive information is handled appropriately.
• Personal qualities such as adaptability, resilience, and a positive attitude toward teamwork and collaboration are essential.
• Minimum of 3 years of experience in project coordination or site management within the construction industry.
• Knowledge of construction methodologies, safety standards, and regulatory compliance is essential.
• Certification in Project Management Professional (PMP) or similar is a plus, showcasing a commitment to the profession.
• Proficiency in project management software and tools, such as MS Project or Primavera, is required.
• Fluency in English is mandatory; additional languages are a plus for diverse project environments.
• Strong organizational skills and attention to detail to manage multiple tasks and priorities effectively.
• Excellent communication abilities, both verbal and written, to interact with diverse stakeholders.
• Demonstrated problem-solving skills and the capability to work under pressure in a dynamic environment.
• Physical ability to navigate construction sites and conduct inspections, ensuring a hands-on approach to site management.