Project Administration

surbanajurong; Jakarta Pusat; On-site; IDR 120,000,000 - 240,000,000; Full time

Job summary

At Surbana Jurong, we’re building project administration capacity to support a diverse range of infrastructure initiatives in Jakarta. The role focuses on supporting project managers, coordinating documentation, and organizing meetings and site onboarding across multiple teams.

The successful candidate will manage daily administrative tasks, maintain filing and records, assist with progress reporting, and help ensure smooth mobilization and project close-out activities within a large,

Qualifications

• Experience in project administration and document control is preferred.
• Strong organizational skills and attention to detail.
• Ability to coordinate with multiple stakeholders across teams.

Responsibilities

• 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.

Job description

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.

At 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!