Administrative Assistant - Project Work Site

Reports To: CFO Job Summary: The Administrative Assistant for a project work site provides essential support to ensure the efficient operation of the project. This role involves performing a wide range of administrative and clerical tasks to facilitate the project's activities, helping to coordinate project logistics, maintain documentation, assist the project team, and manage HR-related tasks such work permit applications.

Key Responsibilities

General Administrative Support: Provide general administrative support to the project team, including scheduling meetings, managing calendars, answering phones, and responding to emails. Documentation Management: Maintain and organize project documentation, ensuring that all records are accurate and up-to-date. This includes filing, photocopying, and scanning documents. Work Permits and Visas: Assist with the application and renewal of work permits and visas for project staff, liaising with relevant governmental authorities as necessary. Employee Onboarding: Support the onboarding process for new hires, ensuring that all necessary documentation is completed and submitted. Logistics Coordination: Coordinate project logistics, including arranging travel and accommodations for project staff, managing supply inventory, and overseeing the ordering and distribution of project materials. Meeting Coordination: Schedule and coordinate project meetings, including preparing agendas, taking meeting minutes, and distributing notes to attendees. Report Preparation: Assist in the preparation of project reports, presentations, and other documentation as required by the team members. Communication: Serve as a liaison between the project team and other departments or external stakeholders, ensuring clear and effective communication. Office Management: Manage office supplies and equipment, ensuring that the project work site is well-equipped and operational. Visit Coordination: Organize visits for visitors, including arranging hotel accommodations, booking restaurants, and coordinating transportation as needed.

Qualifications

Experience: Proven experience as an administrative assistant, preferably in a project or construction environment.

Skills

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with work permit and visa application processes is a plus.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Familiarity with project management software or tools is a plus.