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: 1. Strong organizational and multitasking skills. 2. Excellent verbal and written communication skills. 3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 4. Experience with work permit and visa application processes is a plus. 5. Ability to work independently and as part of a team. 6. Attention to detail and problem-solving skills. 7. Familiarity with project management software or tools is a plus.