This role provides essential administrative and coordination support for project teams. The position ensures smooth project operations by handling documentation, coordinating with regulatory bodies, managing schedules, and maintaining communication flow between internal and external stakeholders.
Duties and Responsibilities
1. Administrative Support
Provide day-to-day administrative support to project teams and the project manager.
Organize, update, and maintain project documentation including contracts, drawings, reports, and permits.
Coordinate procurement and maintain inventory of office supplies and project materials.
Schedule meetings, site inspections, and coordinate logistics with internal and external parties.
Ensure timely document updates and accurate digital filing for ease of access and audit readiness.
Manage and maintain the integrity of the electronic document control system.
2. Preparation of Supporting Documents
Prepare and compile required documents for submissions to NCDC Fire Service, WaterPNG, PNG Power, and plumbing authorities.
Ensure all forms, certificates, and compliance documents are completed accurately and submitted within deadlines.
Follow up with relevant authorities on the status of submissions and approvals.
Keep detailed records of all submissions and ensure that approval documents are securely stored and retrievable.
3. Communication and Reporting
Serve as a communication bridge between the project manager, site teams, and external stakeholders.
Prepare and circulate project updates, meeting minutes, and regular status reports.
Assist in organizing internal and external project meetings, including drafting agendas, documenting discussions, and tracking action items.
Job Requirements
Diploma or Bachelor's degree in Construction Management, Business Administration, Office Management, or a related field.
1–2 years of experience in administrative support, document control, or office coordination, preferably in a project or construction environment.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Highly organized with strong attention to detail and accuracy.
Excellent verbal and written communication skills.
Ability to maintain confidentiality and work professionally in a fast-paced environment.
Capable of managing multiple tasks, prioritizing workload, and meeting tight deadlines.
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