Office Coordinator / Office Assistant / Administrator

About the role

The Office Coordinator/Assistant provides essential administrative support to ensure smooth daily operations of the project office. The role involves handling correspondence, maintaining document trackers, and supporting staff logistics.

Key responsibilities

• Coordinate daily office and project administrative activities.
• Maintain and organize project documents, records, files, and correspondence.
• Prepare, format, distribute and track letters, emails, reports and other project documents.
• Receive, register and distribute incoming and outgoing correspondence.
• Maintain electronic and hard‑copy filing systems.
• Arrange meetings, set up rooms, issue invitations and record minutes when required.
• Update and monitor various project trackers (RFI, correspondence, material submittals, drawings, etc.).
• Highlight overdue or critical items to the Project Manager and relevant team members.
• Manage office supplies, stationery, printing and other administrative requirements.
• Prepare purchase requests and coordinate with Procurement for office‑related needs.
• Maintain attendance, leave, timesheets and other administrative records.
• Support employee onboarding, mobilization, demobilization and coordinate access cards, accommodation and transportation when applicable.

Required profile

• Strong organizational and attention‑to‑detail abilities.
• Ability to maintain confidentiality of project and company information.
• Professional communication skills for handling telephone calls, emails and visitors.

Required skills