Project Admin Assistant (Construction Site)

Job Description & Requirements

Job Summary

We are seeking a proactive and organized Project Admin Assistant to support the Project Manager and project team in managing daily administrative and documentation activities at the construction site. The successful candidate will be responsible for maintaining project records, coordinating communications, preparing reports, and ensuring proper document control to facilitate smooth project operations.

Responsibilities

Administrative Support

• Provide administrative assistance to the Project Manager and site management team to ensure efficient project operations
• Manage daily correspondence, organize filing systems, and maintain document organization for easy retrieval
• Prepare meeting agendas, record minutes, and track follow-up action items to support project progress
• Schedule meetings, appointments, and site visits to coordinate team activities and stakeholder engagement
• Handle incoming and outgoing project-related communications to maintain clear information flow

Document Control

• Maintain and update project documentation including drawings, reports, contracts, and correspondence to ensure accuracy
• Implement proper filing and version control to prevent document discrepancies
• Distribute updated documents promptly to relevant stakeholders to support informed decision-making
• Track submissions, approvals, and project records to monitor project compliance and progress

Site Administration

• Manage attendance records and manpower reports to support workforce tracking and reporting
• Assist in onboarding site personnel and maintain personnel records to ensure accurate staffing information
• Support procurement and material request documentation to facilitate timely resource availability
• Maintain site office supplies and administrative resources to ensure smooth site operations

Compliance & Record Keeping

• Ensure project records are accurate, complete, and up to date to support audit readiness
• Provide required documentation during audits and inspections to demonstrate compliance
• Maintain confidentiality of project and company information to protect sensitive data