Administration Officer – FM (Talent Pool)

About the role

The Administration Officer will provide comprehensive administrative support for the FM, Minor Engineering, and HVAC Works project. The role ensures smooth office operations, coordinates communications, and serves as a backup for the Finance Manager and Logistics Officer.

Key responsibilities

• Provide day‑to‑day administrative assistance to the Project Manager and project teams.
• Manage communications including emails, phone calls, and correspondence.
• Coordinate travel, accommodation, and logistics for staff.
• Prepare, format, and proofread letters, reports, and presentations.
• Organise and maintain physical and electronic filing systems.
• Support meeting coordination, prepare agendas, and take minutes.
• Assist with onboarding and orientation logistics for new staff.
• Establish and manage a Helpdesk Office for administrative queries.
• Maintain office supplies and equipment inventory.
• Act as backup for Finance Manager and Logistics Officer when required.
• Report health, safety, environmental, and food‑safety hazards and near‑miss incidents.
• Ensure compliance with ISO standards and related requirements.

Required profile

• Diploma in Business Administration or Secretarial Studies.
• Minimum 3 years of experience in administrative/clerical roles.
• Fluent in English (mandatory); French preferred.
• Strong organisational, communication, and confidentiality skills.

Required skills

• Advanced proficiency in MS Office.
• Experience with Document Management Systems.
• Familiarity with various communication tools.