Project Administration

Surbana Jurong Group; Jakarta Pusat; Sur place; IDR 66 960 000 - 111 600 000; Plein temps

Résumé du poste

Surbana Jurong Group in Jakarta is seeking an organized Project Office Administrator to provide essential administrative support across project management, document control, correspondence, and meeting coordination. You will assist in minutes, reporting, and onboarding, enabling smooth project execution on site.

Join a global urban and infrastructure consultancy with a collaborative team, handling timesheets, records, and coordination with HR, Finance, and commercial teams to support project

Responsabilités

• Project Office Administration: Provide day-to-day administrative support to the Project Manager, Construction Manager, discipline leads, site engineers, HSE team, QA/QC team, QS/reporting team, and other Construction Management personnel.
• Correspondence Management: Support preparation, formatting, registration, distribution, and filing of formal correspondence, letters, memos, transmittals, meeting notices, instructions, and project communications.
• Document Coordination: Assist Document Control and project team members in tracking incoming and outgoing documents, drawings, reports, RFIs, submittals, registers, approvals, and project records.
• Meeting Coordination: Arrange project meetings, prepare invitations, agendas, attendance sheets, meeting rooms, online meeting links, presentation materials, and supporting documents.
• Minutes of Meeting: Prepare or support preparation of meeting minutes, action lists, attendance records, decision logs, and follow-up trackers for daily, weekly, technical, commercial, HSSE, quality, and client meetings.
• Action and Decision Tracking: Maintain administrative trackers for action items, decisions required, responsible persons, due dates, follow-up status, and overdue actions.
• Reporting Assistance: Support the Project QS & Reporting team and Project Manager in compiling administrative inputs for daily reports, weekly reports, monthly reports, dashboards, progress updates, and executive summaries.
• Timesheet and Attendance: Coordinate timesheet collection, attendance records, leave records, mobilization status, demobilization records, and manpower summaries for Construction Management personnel.
• Mobilization and Onboarding: Administration support for staff mobilization, onboarding records, site access documentation, induction records, CV submissions, personnel approvals, ID/badge applications, and other administrative requirements for site entry.
• Project Filing and Records: Maintain organized project files, both digital and physical, including correspondence, reports, meeting records, approvals, registers, personnel records, timesheets, and administrative documents.
• Register Maintenance: Support maintenance of administrative registers such as correspondence register, meeting register, action register, contact list, personnel register, timesheet register, report submission register, and document submission tracker.
• Coordination with HR, Finance, and Commercial Teams: Coordinate administrative matters related to staff assignments, travel, accommodation, transportation, expense claims, invoices, payment support documents, contracts, and project cost administration where required.
• Procurement and Logistics Administration: Support procurement and logistics administration for office supplies, PPE, IT equipment, project stationery, meeting materials, accommodation, transport, and site support facilities.
• Client and Contractor Coordination: Support administrative matters with contractors, vendors, consultants, and other stakeholders, including submission follow-up, meeting schedules, contact updates, and communication records.
• Confidentiality and Information Control: Maintain confidentiality of project information, personnel records, commercial documents, security-sensitive information, and client communications.
• Audit and Compliance Support: Support preparation of administrative records for internal audits, client audits, quality reviews, HSE reviews, and project close-out requirements.
• Close-Out Administration: Support administrative close-out, including final report compilation, record handover, document archiving, asset return, staff demobilization records, and final timesheet / expense documentation.

Description du poste

About SJ Group

At SJ, we’re building identity into infrastructure, character into skylines and peace of mind into everyday life. A global urban and infrastructure consultancy firm with over 75 years of project delivery success, SJ and its member companies continue a collective legacy that delivers global expertise with local precision. Become part of our 16,000 client‑centric specialists in more than 120 offices in over 40 countries who shape spaces across the world to meet the needs of today and the aspirations of generations to come.

About SMEC

We unlock the potential of our people to look at infrastructure differently, creating better outcomes for the future. We are committed to positively impact the people, the environment and the clients and communities we serve.

Key Responsibilities

• Project Office Administration Provide day-to-day administrative support to the Project Manager, Construction Manager, discipline leads, site engineers, HSE team, QA/QC team, QS/reporting team, and other Construction Management personnel.
• Correspondence Management Support preparation, formatting, registration, distribution, and filing of formal correspondence, letters, memos, transmittals, meeting notices, instructions, and project communications.
• Document Coordination Support Assist Document Control and project team members in tracking incoming and outgoing documents, drawings, reports, RFIs, submittals, registers, approvals, and project records.
• Meeting Coordination Arrange project meetings, prepare invitations, agendas, attendance sheets, meeting rooms, online meeting links, presentation materials, and supporting documents.
• Minutes of Meeting Support Prepare or support preparation of meeting minutes, action lists, attendance records, decision logs, and follow‑up trackers for daily, weekly, technical, commercial, HSSE, quality, and client meetings.
• Action and Decision Tracking Maintain administrative trackers for action items, decisions required, responsible persons, due dates, follow‑up status, and overdue actions.
• Reporting Assistance Support the Project QS & Reporting team and Project Manager in compiling administrative inputs for daily reports, weekly reports, monthly reports, dashboards, progress updates, and executive summaries.
• Timesheet and Attendance Support Coordinate timesheet collection, attendance records, leave records, mobilization status, demobilization records, and manpower summaries for Construction Management personnel.
• Mobilization and Onboarding Administration Support staff mobilization, onboarding records, site access documentation, induction records, CV submissions, personnel approvals, ID/badge applications, and other administrative requirements for site entry.
• Project Filing and Records Control Maintain organized project files, both digital and physical where required, including correspondence, reports, meeting records, approvals, registers, personnel records, timesheets, and administrative documents.
• Register Maintenance Support Support maintenance of administrative registers such as correspondence register, meeting register, action register, contact list, personnel register, timesheet register, report submission register, and document submission tracker.
• Coordination with HR, Finance, and Commercial Teams Coordinate administrative matters related to staff assignments, travel, accommodation, transportation, expense claims, invoices, payment support documents, contracts, and project cost administration where required.
• Procurement and Logistics Administration Support procurement and logistics administration for office supplies, PPE, IT equipment, project stationery, meeting materials, accommodation, transport, and site support facilities.
• Client and Contractor Coordination Support Assist in coordinating administrative matters with contractors, vendors, consultants, and other stakeholders, including submission follow‑up, meeting schedules, contact updates, and communication records.
• Confidentiality and Information Control Maintain confidentiality of project information, personnel records, commercial documents, security‑sensitive information, and client communications.
• Audit and Compliance Support Support preparation of administrative records for internal audits, client audits, commercial reviews, quality reviews, HSE reviews, and project close‑out requirements.
• Close‑Out Administration Support administrative close‑out, including final report compilation, record handover, document archiving, asset return, staff demobilization records, and final timesheet / expense documentation.

About Surbana Jurong

We put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!

SJ is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future.

Its technical experts deliver sustainable solutions that cover the entire project life cycle from planning and design, through to delivery and management, as well as a full suite of multidisciplinary consultancy services across a diverse range of sectors including transportation, water, aviation, healthcare, hospitality and renewables. A global urban, infrastructure and managed services consulting firm with over 70 years of track record in successful project delivery, SJ has built more than a million homes in Singapore, created master plans in more than 60 countries and developed over 100 industrial parks globally.

SJ is #23 in Engineering News‑Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.