Project Admin

Maintain and organize project documentation, including contracts, drawings, specifications, reports, and correspondence, both physical and electronic.

Implement and manage a document control system to ensure accurate and timely distribution of information.

Track document revisions and approvals.

Procurement Support:

Assist in the preparation of purchase orders and requisitions.

Track and manage procurement status, ensuring timely delivery of materials and equipment.

Maintain records of vendor information and procurement transactions.

Reporting & Data Management:

Prepare and distribute project reports, including progress reports, cost reports, and status updates.

Maintain accurate project databases and spreadsheets.

Assist in data analysis and reporting as required by the Project Manager.

Meeting Coordination:

Schedule and coordinate project meetings, including preparing agendas, taking minutes, and distributing action items.

Assist in the preparation of presentations and meeting materials.

Communication:

Act as a point of contact for project-related inquiries.

Facilitate communication between project team members, clients, and vendors.

Distribute project-related information effectively.

Timekeeping and Expense Reports:

Assist in the time keeping of project personnel.

Process expense reports of project personnel.

Site Management:

Oversee the maintenance and upkeep of the project site, including offices, workshops, and storage areas.

Ensure the availability of necessary supplies and equipment.

Coordinate site security and access control.

Logistics & Transportation:

Arrange transportation for personnel and materials as required.

Coordinate logistics for equipment and material deliveries.

Arrange accommodations for project personnel.

Health, Safety, and Environment (HSE):

Assist in the implementation and monitoring of HSE policies and procedures.

Maintain HSE records and documentation.

Coordinate safety training and inspections.

Compliance:

Ensure compliance with all applicable regulations and standards.

Maintain records of permits and licenses.

Assist in audits and inspections.

Coordinate with vendors for site maintenance, cleaning, and other general affairs services.

Manage vendor contracts and invoices.

Office Administration:

Manage office supplies and equipment.

Handle incoming and outgoing mail and correspondence.

Provide general administrative support to the project team.

Accommodation and Welfare:

Assist in finding and maintaining the accommodation of project personnel.

Assist in the welfare of project personnel.