Office & Project Administrator

The Office & Project Administrator will oversee office operations, provide administrative support, and facilitate efficient workflow across departments. This role involves handling reception duties, office administration, travel coordination, project support, and documentation management. The ideal candidate will ensure smooth operational processes while adhering to company policies and quality standards. This role will report to the Office Admin Manager.

General Administration & Office Management

· Perform reception duties, acting as the first point of contact for clients and ensuring professional service delivery.

· Manage all general office administration tasks, including ordering and maintaining office supplies, stationery, and equipment.

· Organize and store paperwork, digital documents, and maintain records, including certifications, visas, and port passes for technical staff.

· Handle photocopying, printing, and other administrative tasks as required.

Travel & Mobilisation Support

· Assist in mobilising and demobilising permanent and independent contractors, including hotel and flight bookings.

· Arrange visas and travel documentation for permanent staff and subcontractors for project related work when required.

Project Administration & Document Control

· Act as Document Controller for - projects undertaken by the technical departments.

· Support the technical departments with project administration tasks.

· Manage project setup and task assignments in NetSuite, ensuring timely opening and maintenance of project records.

· Issue approved reports to clients and handle engagement letters, work orders, and other project-related documentation in line with company procedures.

· Maintain and update Zoho CRM, including deal creation and status updates.

Compliance & Quality Assurance

· Ensure all administrative and operational activities comply with the company’s QHSE (Quality, Health, Safety, and Environment) policies, manuals, procedures, and work systems.

Other Responsibilities

· Perform additional duties as assigned to support business operations.