We are seeking an Administrative Assistant to join our dynamic team on a large-scale design and build project and assist the existing site administrator. This is a critical support role, providing coordination, document control, and administrative assistance to ensure smooth communication between internal teams, partners, and clients.
Project Scope
The Administrative Assistant will support site-based project teams engaged in:
* Civil engineering and building works
* Design coordination and document control
* Supplier and subcontractor interface
* Reporting and stakeholder communication
Key Responsibilities
* Upload, share, and track design inputs and drawings between internal teams, partners, and designers using ACC, PIRS, and SharePoint.
* Manage correspondence from Employers, Engineers, and Clients and distribute internally.
* Register and upload delivery dockets and other site records to project systems.
* Manage supplier invoice posting proposals in IFS weekly.
* Take and distribute minutes for weekly internal, plant, and design meetings.
* Support procurement and partner coordination meetings, ensuring required actions are tracked.
* Coordinate with subcontractors and suppliers to ensure documentation and information flow.
* Update rental lists and plant status (on/off hire) in IFS.
* Handle MAR (Material Approval Request) submissions and maintain logs.
* Submit Temporary Works Design packages to permanent designers, obtain certificates, and manage approvals with PSDP.
* Assist in collating information for the Monthly Progress Report.
About You
Skills & Qualifications
Education & Certification
* Qualification or experience in administration, office management, or construction support roles.
Experience
* Experience in a construction or engineering project environment preferred.
* Familiarity with document control systems (e.g., ACC, SharePoint, PIRS) advantageous.
Technical Knowledge
* Basic understanding of project documentation and workflow processes.
* Familiarity with IFS or other ERP systems is desirable.
Skills
* Strong organisational and multitasking abilities.
* Proficient in MS Office (Excel, Word, Outlook).
* High attention to detail and ability to work to deadlines.
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