Administrator

Role overview

The Administrator will deliver broad administrative and coordination assistance to the Technical Department, helping keep daily operations running smoothly and supporting project-related work. Reporting to the Technical Director, this position focuses on organizing communication, managing documents, supporting meetings, assisting with reporting, and handling general office coordination for the department.

Administrative and office support

• Support the Technical Director and the wider Technical Department with routine administrative work.
• Keep calendars, appointments, schedules, and meeting bookings organized.
• Arrange travel, site visits, and meeting logistics when needed.
• Draft correspondence, memos, reports, and presentations as instructed.
• Maintain structured filing systems for office records and departmental documents.

Document and information coordination

• Assist with receiving, routing, monitoring, and tracking technical correspondence and documents together with the Document Control team.
• Update logs, trackers, and registers for meetings, action items, and follow-up tasks.
• Help prepare and format technical and management reports.
• Ensure agendas, meeting minutes, and action lists are shared on time.
• Support the archiving and retrieval of project files and department records.

Communication and coordination support

• Serve as a coordination link between the Technical Department and other internal teams.
• Communicate with external stakeholders on administrative matters only, based on the Technical Director’s guidance.
• Track action points, due dates, and information requests until closure.
• Assist with onboarding and administrative orientation for new technical employees.
• Keep accurate records of technical responses and site-related decisions in line with project procedures.

Reporting and data management

• Maintain departmental trackers, schedules, and summary reports.
• Support the preparation of weekly and monthly administrative status updates.
• Check that administrative records and data remain accurate and consistent.

Continuous improvement and additional support

• Look for practical ways to improve administrative processes and office efficiency.
• Carry out ad hoc administrative duties and special tasks assigned by the Technical Director.
• Assist with the administrative side of audits, reviews, and internal assessments.

Industry context

This role sits within construction and design-and-build projects in the engineering and construction sector, typically in a project-based technical or engineering office environment.

Experience and expertise required

Applicants should bring at least 10 years of experience in administration or office management, ideally gained in construction, engineering, or other project-based settings. The role also requires experience supporting senior leaders and technical teams with daily coordination tasks. Strong working knowledge of Microsoft Office is essential, especially Word, Excel, PowerPoint, and Outlook, along with the ability to prepare reports, trackers, correspondence, schedules, and presentations. Practical Excel skills such as tables, basic formulas, formatting, and log tracking are important. Experience in document control, filing, meeting coordination, minute-taking, and follow-up tracking is also needed. The candidate must be comfortable managing multiple priorities and deadlines while maintaining accuracy and close attention to detail. Strong organizational, communication, and interpersonal abilities are required, along with professional English fluency in both written and spoken form.

Education and training

A diploma or bachelor’s degree in Business Administration, Office Management, or a related field is required. Extra training in administration or office management will be considered an advantage.

Core working skills

The successful candidate should be able to stay organized, manage time well, use MS Office confidently, balance multiple tasks, communicate effectively, work well with others, and handle sensitive information with discretion and professionalism.