Project Office Lead - Admin & Coordination

Surbana Jurong Group; Jakarta Pusat; On-site; IDR 66,960,000 - 111,600,000; Full time

Job summary

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

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: 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.

Job description

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