Administrative Assistant

Administrative Assistant for a PMC (Project Management Consultancy) project is responsible for providing comprehensive administrative and clerical support to ensure the smooth functioning of the project office. The role involves handling a wide range of tasks, including scheduling meetings, maintaining documentation, coordinating communication between project teams, and assisting with daily office operations. The Administrative Assistant plays a key role in supporting project management activities, ensuring timely and efficient administrative workflows.

Responsibilities:

• Provide general administrative support to the project management team, including drafting correspondence, managing schedules, and organizing documents.
• Handle incoming calls, emails, and other communications, ensuring that all inquiries are addressed or redirected appropriately.
• Assist in the preparation of reports, presentations, and other documentation as required by project managers or team leads.
• Schedule and organize meetings, including arranging venues, preparing meeting agendas, and taking meeting minutes.
• Ensure that all materials required for meetings (e.g., documents, reports, presentations) are prepared and distributed in advance.
• Coordinate events, workshops, and site visits as required, handling logistics, invitations, and follow-ups.
• Maintain and organize project documentation, ensuring that all files are accurately updated and stored for easy access.
• Assist in the preparation, review, and distribution of project documents, such as contracts, reports, and correspondence.
• Ensure proper filing and archiving of project-related materials, both in digital and hard copy formats.
• Act as a liaison between various departments, contractors, consultants, and stakeholders, ensuring smooth communication across the project.
• Facilitate the flow of information between the project team and external parties, such as clients, vendors, and regulatory authorities.
• Help manage communication channels, including emails, memos, and announcements, to ensure timely updates are shared with all relevant parties.
• Manage daily office operations, including ordering office supplies, handling mail, and ensuring the office environment is organized and efficient.
• Assist in maintaining office equipment and coordinating with IT support to resolve technical issues when needed.
• Ensure the office environment supports effective work processes, including cleanliness, organization, and a professional atmosphere.
• Assist in coordinating travel arrangements for project staff, including booking flights, accommodation, and transportation.
• Ensure that all travel-related documentation, including itineraries and expense reports, is managed properly.
• Assist the finance team by maintaining records of office expenses, managing petty cash, and tracking budget allocations for office supplies or events.
• Help process and track invoices, receipts, and financial documents as required by the project management team.
• Assist in maintaining timesheets, attendance records, and leave applications for project staff.
• Provide administrative support related to personnel management, such as handling employee onboarding and offboarding documentation.
• Support other administrative duties as assigned by the project manager or office manager, ensuring all tasks are completed in a timely and professional manner.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.

Minimum Requirements:

• High school diploma or equivalent required; a diploma or degree in business administration or a related field is preferred.
• Minimum of 2-5 years of administrative experience, preferably within a project management or construction environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and multitasking skills, with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage time effectively, prioritize tasks, and meet deadlines.
• Professional demeanor with strong interpersonal skills for interacting with team members and external stakeholders.
• Knowledge of document management systems is a plus.
• Ability to work independently and as part of a team in a fast-paced project environment.