1. Administrative Support

• Provide day-to-day administrative support to project teams and the project manager.
• Organize, update, and maintain project documentation including contracts, drawings, reports, and permits.
• Coordinate procurement and maintain inventory of office supplies and project materials.
• Schedule meetings, site inspections, and coordinate logistics with internal and external parties.
• Ensure timely document updates and accurate digital filing for ease of access and audit readiness.
• Manage and maintain the integrity of the electronic document control system.

2. Preparation of Supporting Documents

• Prepare and compile required documents for submissions to NCDC Fire Service, WaterPNG, PNG Power, and plumbing authorities.
• Ensure all forms, certificates, and compliance documents are completed accurately and submitted within deadlines.
• Follow up with relevant authorities on the status of submissions and approvals.
• Keep detailed records of all submissions and ensure that approval documents are securely stored and retrievable.

3. Communication and Reporting

• Serve as a communication bridge between the project manager, site teams, and external stakeholders.
• Prepare and circulate project updates, meeting minutes, and regular status reports.
• Assist in organizing internal and external project meetings, including drafting agendas, documenting discussions, and tracking action items.

Job Requirements