Technical Admin Assistant (Construction Management)

PNB Holdings Corporation; Philippines; On-site; PHP 279,000 - 446,000; Full time

Job summary

PHC is seeking a Technical Administrative Assistant to support the Construction Management team with project documentation, report preparation, and routing of approvals for mixed-use developments and renovations.

Responsibilities include controlling documents, maintaining logs, preparing inspection summaries, and ensuring timely payments and approvals using SAP S/4HANA. A Bachelor’s degree and minimum 1 year in real estate or property management are preferred.

Qualifications

• Bachelor’s degree in Civil Engineering, Industrial Engineering, Business Administration, or related field.
• Preferably a Registered Civil Engineer.
• Minimum 1 year of experience in technical/administrative functions in real estate or property management.
• Knowledgeable in Microsoft Office Tools, Zoom and GSuite.
• Experience in writing minutes of meetings.

Responsibilities

• Controls incoming and outgoing construction-related documents and maintains updated logs.
• Monitors and maintains records of drawings, plans, contracts, RFIs, submittals, permits, and other technical records.
• Counts as liaison between internal teams, contractors, consultants, and stakeholders to ensure completion of required documents.
• Prepares, routes, and monitors RFPs and documentary requirements for timely payments to third-party providers.
• Assists in preparing inspection report summaries and weekly/monthly project status reports.
• Consolidates project data from departments, contractors, and service providers for executive reporting.

Skills

Communication skills

Interviewing skills

Analytical thinking

Organizational skills

Education

Bachelor’s Degree in Civil Engineering / Industrial Engineering / Business Administration

Registered Civil Engineer

Tools

Microsoft Office

Zoom

GSuite

Job description

GENERAL PURPOSE OF THE JOB:

The Technical Administrative Assistant provides office-based technical and administrative support to the Construction Management team by assisting in project documentation, report preparation, and routing and monitoring of approvals. The role supports mixed-use developments, retrofitting works, and space preparation for leasing, ensuring that construction-related records, reports, and approvals are accurate, complete, organized, and processed in a timely manner.

DUTIES AND RESPONSIBILITIES

Project Documentation Support

• Takes charge of controlling the incoming and outgoing construction-related documents and keeps an updated record of logs;
• Assists in monitoring and maintaining the records of drawings, plans, contracts, RFIs, submittals, permits, billing documents, and other technical records of the Department;
• Acts as a liaison between internal teams, contractors, consultants, and other stakeholders to ensure completion of the required technical documents in the project;
• Assists in completing the requirements for the acquisition of relevant permits for the construction of PHC projects and renovation of PHC office spaces for lease;
• Ensures timely processing and encoding of Purchase Requisitions through SAP S/4HANA; and
• Takes charge of the preparation, routing, and monitoring of Request for Payments (RFPs) and their documentary requirements to ensure timely payment with third-party service providers, consultants, and contractors.

Report Preparation

• Assists in the preparation of inspection report summaries, and weekly and monthly reports in relation to the pertinent status, progress, and accomplishments of construction and renovation projects of PHC; and
• Ensures an accurate and timely consolidation of project data from relevant Departments, Contractors, and/or third-party service providers for executive reporting.

Routing and Monitoring of Approvals

• Monitors the routing and approval status of contracts for third-party service providers, contractors, and consultants;
• Facilitates the routing of technical documents and ensures timely approval of the Management, including purchase requests, variation orders, technical evaluations, permits, and drawings, following workflows.
• Track approval status of the documents, conduct follow-ups, and elevate delays when needed.

JOB PROFILE

Educational Background

• Must possess at least a Bachelor’s Degree in Civil Engineering, Industrial Engineering, Business Administration, or any related course.
• Preferably a Registered Civil Engineer

Professional Background

• Must have a minimum of 1 year of functional work experience in providing technical and administrative functions in the real estate or property management industry.

Knowledge Requirements

• Must be knowledgeable in using productivity tools such as Microsoft Office Tools, Zoom and GSuite.
• Must be knowledgeable in writing minutes of the meeting.

Skills Requirements

• Must have good oral and written communication skills;
• Must have good interviewing skills;
• Good analytical and critical thinking skills; and
• Must have good organizational and records management skills.

Ability Requirements

• Must be agile to adapt to the dynamic work environment;
• Must have the ability to work under pressure and maintain quality decisions even in stressful situations;
• Must have the ability to work on multiple projects simultaneously;
• Must have the ability to communicate and maintain connections to people across all levels of the Company;
• Must have the ability to work in extended hours when necessary.

PHC is a Company that values Diversity, Equity, and Inclusion. We are committed to building a team with diverse talents and skills regardless of backgrounds and creating an environment that respects and supports individuals differences.