About the Role

The responsibilities of the Administration Assistant include, but are not limited to:

Document Control:

• Establish, maintain, and manage document control systems in compliance with company standards.
• Receive, register, distribute, and archive project documentation (drawings, technical documents, contracts, reports, correspondence).
• Track document revisions, approvals, and submissions to ensure accuracy and version control.
• Prepare and maintain logs, registers, and reports on document status for the Division Director.
• Liaise with project teams, consultants, and clients to ensure timely submission and receipt of documents

Secretarial & Administrative Support:

• Manage the Division Director’s calendar, appointments, and travel arrangements.
• Draft, review, and format letters, memos, reports, and presentations.
• Screen calls, emails, and correspondence, ensuring urgent matters are prioritized.
• Organize meetings, prepare agendas, and take minutes when required.
• Handle confidential information with professionalism and discretion.

Coordination & Communication:

• Act as the point of contact between the Division Director and internal/external stakeholders.
• Follow up on pending tasks, correspondence, and deliverables.
• Support the preparation of tender submissions, project progress reports, and executive presentations.
• Coordinate with HR, Finance, Procurement, and Project Managers to streamline processes and provide updates to the Director.