To provide administrative and operational support to ensure the smooth execution of project activities. This role is responsible for maintaining project documentation, coordinating meetings, assisting with scheduling, and ensuring compliance with internal processes and external requirements.

1. 1. Provide direct administrative support to the Project Manager and project team.
   2. Preparation of contract document packages for Main Contractor/ subcontractors based on templates or FIDIC red book
   3. Preparation of all correspondence/instructions etc issued to Client/Contractor (s)/Consultants/statutory authorities etc.
   4. Compilation of documentation for Tender packages /RFPs / issuance of invitations/response to tenders/schedule site visits and follow ups.
   5. Log all RFIs and call/email respective consultants to  follow up to ensure queries are responded to. Once approved, formal issuance of responses.
   6. Maintain and organize project files (electronic), correspondence, contracts, and other critical documentation.
   7. Log and file all documents issued/received re: projects filing code/Specific Party Types & Abbrev. /Active Projects vs Proposed Projects etc.
   8. Assist in the preparation and formatting of the Monthly report (Progress, schedule/document logs/payment certificate/progress photos etc)
   9. Track project timelines, deliverables, and milestones, and provide reminders to responsible parties.
   10. Management of assigned Petty Cash
   11. Schedule and coordinate meetings, site visits, and events related to project activities.
   12. Record and distribute minutes of project meetings
   13. Follow up deliverables post meeting
   14. Liaise with suppliers, subcontractors, and internal departments to facilitate project needs.
   15. Coordinating support documentation for contractors’ payments and prepare payment certificates based on QS or PM valuations
   16. Prepare relevant backup documentation for all payments re: contracts/signed CTRs etc.
   17. Ensure compliance with Health, Safety, and Environmental (HSE) reporting requirements by assisting with documentation and incident reporting protocols.
   18. Request and monitor the submission of Project Timesheets and log
   19. Follow up with the Design team/Suppliers, accounts dept etc as required to support projects
   20. Manage the Developtt online platform for all new projects- development /subdivision/permit approvals etc.
   21. Manage For Construction Drawing system: Receive Consultants' files/Dropbox link etc, print (duplicate as per contract), prepare drawing register, Update drawing log and revision number, issue drawings/log and transmittal. File signed transmittals. Repeat and Update for all subsequent drawing revisions.
   22. Manage all Construction Service Forms: RFI, CVI, Daily Diary, QA/QC etc
   23. Maintenance Manuals/cut sheets/ finishes log
   24. Log & complete all statutory construction/std application forms: OSH, WASA, City Corp, Fire Services, Local Health etc and complete online applications
   25. Update Company portfolio of pics/respond to any requests for marketing material/ Company profiles etc
   26. Log expiry dates for key approvals
   27. Forward documentation for immediate action: Share File uploads for drawings to the design team, Shop drawings to consultants for approval, etc

   OPERATIONS

   1. Attendance at team meetings as required

    

   OTHER DUTIES

    

   1. Perform other duties as assigned.

    

    

   STAFFING SPECIFICATION

    

   Academic/Work Experience

   1. Minimum- Five (5) O’levels (Math and English inclusive)
   2. ABE or any other Administrative Professional Qualification

   ii.         Training in Project Management will be an Asset

   iii.        At least three (3) years experience in a similar position

    

   Knowledge

    

   i.      Building and Construction — Knowledge of materials, methods, and the tools involved in the construction or repair of buildings, or other structures.

   ii.     Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations.                   iii.     Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and                  iv.     their applications.

   v.     Accounting — Knowledge of basic accounting principles.

    

   Skills

   1. Ability to Plan and organize in a logical manner
   2. Prompt decision making
   3. Leadership

   ii.         Computer Literate/Microsoft Office and MS Project

   iii.        Ability to Communicate effectively in writing

   1. Able to multi-task
   2. Time Management skills
   3. Record Maintenance Skills
   4. Conflict Management Skills
   5. Project Management Skills

    

   Characteristics

   i.          Organized

   ii.         Thorough and accurate

   1. Team player
   2. Innovative
   3. Initiative