Lead Administration Officer

Overview:

We are seeking a highly skilled and experienced Lead Administration Officer to manage the daily administrative operations within a fast-paced construction environment. This role is essential in ensuring the smooth functioning of office operations, supporting project teams, overseeing office resources, and ensuring compliance with industry standards. The ideal candidate will bring leadership experience and a solid administrative background, particularly in the construction sector.

Key Responsibilities:

Leadership in Administration:

• Lead and supervise the administrative team, ensuring smooth and efficient office operations.
• Develop and implement office policies, procedures, and best practices to improve efficiency.
• Act as the main point of contact for all administrative inquiries.
• Oversee HR-related tasks, including processing employee requests, coordinating attendance, and ensuring proper documentation is maintained.
• Liaise with departments to manage employee documentation for work permits, passports, and government paperwork.
• Handle employee requests for leave, tickets, and exit permits according to the company’s vacation schedules.
• Collaborate with HR for certificate requests and follow up on pending issues.
• Monitor and ensure all HR-related matters are addressed promptly, especially urgent requests.

Project and Document Support:

• Provide administrative support to project managers, ensuring projects run smoothly with all necessary documentation.
• Manage and maintain project files, including permits, contracts, and compliance documents.
• Keep an organized and easily accessible filing system for all administrative records.
• Ensure all company records, correspondence, and reports are accurately filed and stored for future reference.

Office Management:

• Ensure all office operations and facilities meet the needs of the division and contribute to a productive working environment.
• Oversee inventory and maintenance of office supplies and equipment.
• Work with other departments to address office infrastructure and facility requirements.
• Coordinate purchases, repairs, and maintenance of office equipment as needed.
• Prepare various reports, correspondence, and other materials as required by management.

Ad Hoc Tasks:

• Carry out any additional tasks or requests as directed by senior management.
• Ensure compliance with legal, safety, and regulatory standards within the office and project operations.
• Maintain accurate records and confidentiality for all administrative activities.
• Manage relationships with suppliers, contractors, and external partners.
• Contribute to ISO initiatives and other quality standards within the company.
• Act as a backup for team members during absences to maintain continuity of operations.