Administrative Officer

Job Summary

 

The Administrative Officer is responsible for coordinating office activities, managing documentation, supporting engineering teams, and ensuring smooth day-to-day administrative operations within the firm.

Key Responsibilities

Office Administration:

 

Manage daily office operations and ensure efficiency.

Maintain office supplies and equipment.

Handle incoming and outgoing correspondence (emails, letters, calls).

Organize meetings, appointments, and company events.

Support to Engineering Team:

 

Assist engineers with documentation and scheduling.

Track project timelines and administrative requirements.

Prepare tender documents and support bid submissions.

Coordinate communication between engineers, clients, and contractors.

Procurement & Vendor Coordination:

 

Liaise with suppliers and vendors.

Process purchase orders and invoices.

Maintain records of materials and equipment deliveries.

Documentation & Record Keeping:

 

Maintain project files, engineering drawings, and contracts.

Prepare reports, memos, and official documents.

Ensure proper filing (physical and digital).

Keep confidential company records secure.

Compliance & Safety Documentation:

 

Ensure company documents comply with regulatory requirements.

Maintain safety records and certifications.

Support audit preparations.

Financial & HR Support:

 

Assist with payroll documentation.

Maintain staff attendance records.

Support recruitment processes (posting job ads, scheduling interviews).

Assist in budget tracking and expense documentation.

Qualifications

 

Interested candidates should possess a Bachelor’s Degree with 4-7 years experience.