Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

The Administrator provides comprehensive administrative and coordination support to the Technical Department, ensuring the efficient day‑to‑day operation of the department and effective support to project delivery activities.

Reporting directly to the Technical Director, the role is responsible for administrative coordination, document handling, meeting support, reporting assistance, and general office management tasks related to the Technical Department. The role supports senior technical staff by ensuring information, schedules, records, and communications are properly organized and maintained.

• Provide day‑to‑day administrative support to the Technical Director and Technical Department staff.
• Manage calendars, schedules, appointments, and meeting arrangements.
• Coordinate travel arrangements, site visits, and meeting logistics as required.
• Prepare correspondence, memos, reports, and presentations as directed.
• Maintain orderly filing systems for administrative records and department documentation.

• Support the handling, distribution, and tracking of technical correspondence and documents in coordination with the Document Control team.
• Maintain logs, trackers, and registers for meetings, actions, and administrative follow‑ups.
• Assist in compiling and formatting technical and management reports.
• Ensure timely circulation of agendas, minutes of meetings, and action lists.
• Support archiving and retrieval of project and departmental records.

• Act as a coordination point between the Technical Department and other internal departments.
• Liaise with external parties on administrative matters only, under direction of the Technical Director.
• Follow up on action items, deadlines, and information requests.
• Support onboarding and administrative induction of new technical staff. Maintain accurate records of technical responses and site‑related decisions in accordance with project procedures.

• Assist in maintaining departmental trackers, schedules, and summary reports.
• Support preparation of weekly and monthly administrative status reports.
• Ensure accuracy and consistency of administrative data and records.
• Identify opportunities to improve administrative processes and office efficiency.
• Support ad‑hoc administrative tasks and special assignments as directed by the Technical Director.
• Assist with coordination of audits, reviews, and internal assessments from an administrative perspective.

• Construction and Design & Build projects within the engineering and construction industry.
• Project‑based technical and engineering office environments.

• Minimum 10+ years of experience in an administrative or office management, preferably within construction, engineering, or project‑based environments.
• Demonstrated experience supporting senior management and technical teams with day‑to‑day administrative and coordination tasks.
• Proven proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to prepare reports, trackers, correspondence, schedules, and presentations.
• Strong practical skills in Excel, including use of tables, basic formulas, formatting, and tracking logs.
• Experience in document handling, filing systems, meeting coordination, minute taking, and action tracking.
• Ability to manage multiple tasks, priorities, and deadlines with accuracy and attention to detail.
• Strong organizational, communication, and interpersonal skills.
• Strong professional proficiency in English, written and spoken.

• Diploma or Bachelor’s degree in Business Administration, Office Management, or related discipline.
• Additional administrative or office management training is an advantage.

• Strong organizational and time‑management skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and priorities with attention to detail.
• Good communication and interpersonal skills.
• Ability to handle sensitive information with discretion and professionalism.