Administrative and Coordination Duties

• Provide day-to-day administrative support to the Project and Maintenance Coordinator and the wider department.
• Prepare and maintain project related documents, such as purchase orders, invoices and other related documentation.
• Schedule and coordinate meetings, site visits, and inspections with internal teams and external contractors.
• Draft correspondence, reports, minutes, and memos as required.
• Maintain an updated record of ongoing and completed projects, timelines, and budget summaries.
• Track work orders, quotations, and maintenance requests to ensure timely follow-up and completion.
• Manage communication between departments, suppliers, and contractors to support seamless project execution.
• Support the preparation and submission of project tenders, bids, and permit applications.

Procurement and Financial Support

• Assist with the sourcing, purchasing, and tracking of materials, tools, and supplies.
• Prepare and process purchase orders, payment requests, and invoices in keeping with company procedures.
• Monitor inventory levels of maintenance materials and ensure timely reordering.
• Maintain financial logs and assist in tracking project expenses and budgets.

Project and Maintenance Support

• Assist in coordinating small-scale maintenance and repair tasks and follow up on work progress.
• Support the preparation of project status updates and weekly maintenance schedules.
• Liaise with contractors, tradesmen, and other service providers to confirm appointments and ensure job completion.
• Ensure compliance with company policies, building codes, and safety regulations when assisting with documentation.

Recordkeeping and Reporting

• Maintain digital and physical filing systems for easy retrieval of project and maintenance records.
• Prepare monthly departmental performance summaries and project progress reports for management.
• Track and report on permit renewals, contractor certifications, and other regulatory requirements.

EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Associate Degree or Bachelor’s Degree in Business Administration, Construction Management, Project Management, or a related field.
• At least 2-5 years of administrative experience, preferably in a construction, facilities management, or project-based environment.
• Knowledge of basic project coordination or construction processes will be a distinct advantage.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

REQUIRED SKILLS AND COMPETENCIES

• Strong administrative, organizational, and multitasking abilities.
• Excellent written and verbal communication skills.
• Detail-oriented with strong recordkeeping and reporting abilities.
• Ability to manage multiple deadlines and coordinate among different stakeholders.
• Basic understanding of project management principles and construction terminology.
• Proficiency in preparing, formatting, and editing documents, reports, and spreadsheets.
• Team-oriented, with a proactive and problem-solving mindset.