Administration Assistant

The Opportunity

We are seeking a highly organized and detail-oriented Administration Assistant to provide comprehensive administrative, workforce coordination, and financial support to the Section Manager and wider team.

This role is ideal for an early-career professional or fresh graduate looking to develop their administrative and coordination skills in a dynamic and collaborative environment. The successful candidate will play a key role in ensuring the efficient operation of the section through effective administration, resource coordination, and stakeholder support.

Key Responsibilities

Section Administration

- Provide day-to-day administrative support to the Section Manager and section team.
- Coordinate meetings, prepare meeting minutes, and maintain section records and documentation.
- Support onboarding, offboarding, training sessions, and other section activities.
- Assist in the preparation of reports, presentations, correspondence, and other business documents.

Resource and Workforce Coordination

- Support the Section Manager with resource planning and staffing coordination activities.
- Maintain resource allocation records, staffing trackers, and related workforce information.
- Monitor and maintain staff attendance, leave records, and overtime submissions.
- Assist in the preparation of section workforce and resource reports.

Financial Administration

- Process and monitor section-related expense claims.
- Assist with invoicing and other administrative financial processes.
- Coordinate with project teams, Finance, and other stakeholders to ensure timely submission of supporting documentation.
- Maintain accurate records of section expenditures and administrative transactions.

General Support

- Liaise with internal support functions to facilitate the effective operation of the section.
- Act as a key administrative contact for section-related matters.
- Undertake other duties as reasonably required to support the Section Manager and the wider team.

About you

- Diploma degree (D3) in Secretarial Studies, Business Administration, Office Management, Management, Accounting, or a related discipline. Fresh graduates are encouraged to apply.
- Previous experience in administration, secretarial support, office management, project administration, or a similar role will be an advantage.
- Experience supporting managers and multidisciplinary teams is preferred.
- Experience with resource administration, timekeeping, expense claims, invoicing, or related administrative processes will be advantageous.
- Experience in an engineering consultancy, construction, or professional services environment is desirable but not essential.

Skills and Competencies

- Strong organizational and coordination skills.
- Strong attention to detail, accuracy, and record management.
- Good interpersonal, verbal, and written communication skills.
- Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, Outlook, and Teams.
- Ability to manage multiple priorities and meet deadlines.
- Ability to work effectively both independently and as part of a team.
- Ability to maintain confidentiality and handle sensitive information professionally.

Apply now

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