Administrative Assistant

Job Title: Admin Assistant

Industry: Construction / Architectural & Structural Engineering Consultancy
Employment Type: Full-time
Year of Experience : 0 -3 years

Job Summary

We are looking for a reliable and well-organized Admin Assistant to support the daily administrative and project coordination needs of our engineering firm. The successful candidate will assist with preparing quotations, claims, invoices, tender documents, project submissions, correspondence, and general office administration.

This role is ideal for someone who is detail-oriented, proactive, good with documentation, and able to coordinate smoothly with engineers, clients, consultants, contractors, and suppliers.

Key Responsibilities

• Prepare quotations and supporting documents for clients.

• Prepare progress claims, invoices, payment applications, and follow-up documentation.

• Assist in tracking payments, outstanding claims, purchase orders, and billing records.

• Collate, organize, and prepare documents for project submissions to clients, consultants, contractors, and authorities.

• Assist in the preparation, compilation, and submission of documents.

• Coordinate with engineers and project teams to collect required project information and supporting documents.

• Maintain proper filing of project documents, drawings, quotations, invoices, claims, contracts, and correspondence.

• Prepare letters, emails, meeting minutes, reports, forms, and general correspondence.

• Assist with printing, scanning, binding, copying, and dispatching project documents.

• Liaise with clients, contractors, consultants, suppliers, and authorities on administrative matters.

• Assist in arranging meetings, appointments, site visits, and internal schedules.

• Support procurement activities, including obtaining supplier quotations and preparing purchase records.

• Monitor office supplies and coordinate ordering when required.

• Assist with staff administrative matters such as leave records, timesheets, and attendance records.

• Support document control, including recording incoming and outgoing documents.

• Ensure all documents are accurate, complete, properly formatted, and submitted on time.

• Perform other administrative duties as assigned by management.

Required Qualifications

• Diploma, certificate, or equivalent qualification in Business Administration, Office Management, Accounting, Construction Management, or a related field.
• Prior administrative experience in an engineering, construction, consultancy, or project-based environment is preferred.
• Proficient in Microsoft Office, especially Word, Excel, Outlook, and PowerPoint.
• Basic knowledge of invoicing, claims, quotations, and tender documentation.
• Good written and verbal communication skills.
• Strong organizational and filing skills.
• Good attention to detail and accuracy.
• Able to read Architectural & Structural Drawings will be a bonus
• Able to work as part of a team.

Preferred Skills

• Basic understanding of engineering or construction project workflow.
• Familiarity with document control procedures.
• Experience using accounting, invoicing, or project management software is an advantage.
• Ability to communicate professionally with clients, consultants, contractors, and suppliers.
• Basic knowledge of authority submission processes is an advantage.

Personal Attributes

• Organized, responsible, and reliable.
• Proactive and willing to learn.
• Detail-oriented and careful with documents and figures.
• Able to follow instructions and complete tasks on time.
• Good teamwork and communication skills.
• Professional attitude when dealing with clients and external parties.

Application Statement

Interested candidates are invited to submit their CV, expected salary, and availability to [[email protected]].

Shortlisted candidates will be contacted for an interview.