Job Description

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