Key Responsibilities

Coordinate and maintain accurate project documentation, including contracts, registers, compliance records, and correspondence.

Manage and maintain an efficient office filing and document control system (electronic and physical), ensuring all records are current and easily accessible.

Schedule and coordinate meetings, appointments, training sessions, and travel for project personnel, both on-site and at head office.

Handle incoming emails, correspondence, and information requests, ensuring timely and professional communication across stakeholders.

Act as a key liaison between the project site and head office teams regarding staff logistics, and general coordination.

Support timesheet processing, attendance tracking, and payroll liaison to ensure accurate and timely submissions.

Assist with the preparation of project reports, dashboards, presentations, and briefings for internal and external stakeholders.

Monitor and file compliance-related documentation (e.g inductions, training records, safety registers) to meet audit and project requirements.

Track supplier invoices and assist with general expense reporting and reconciliation tasks.

Provide administrative assistance to project leaders and contribute to continuous improvement of administrative processes and systems.

Manage version control of controlled documents such as procedures, drawings, and manuals.

Format and proofread documents, memos, and site communications before distribution.

Maintain confidentiality and discretion in handling sensitive project and personnel information.

Professional Qualifications

• Previous 3-5 years’ experience in a similar role

• Strong Microsoft Office skills

• Excellent time management and organisational skills

• High attention to detail

• Ability to communicate at all levels

• Highly experienced at prioritising tasks

• Proven experience managing a varied workload

• Able to work and strive in a team environment

• Adapts well to change and fast-paced projects