Office Assistant

1. Administrative Duties

Maintain office records and files.

Answer phone calls and respond to emails.

Schedule meetings and appointments.

Prepare reports, letters, and official documents.

Manage office supplies and stationery.

2. Documentation & Record Keeping

Maintain project files and contracts.

Prepare and organize tender documents.

Handle correspondence with clients and government departments.

Keep records of work orders, purchase orders, and invoices.

Maintain employee attendance and leave records.

3. Billing & Accounts Support

Prepare quotations and estimates.

Generate invoices and payment requests.

Record daily expenses and petty cash.

Follow up on pending client payments.

Assist with GST and tax-related documentation (if required).

4. Procurement & Material Coordination

Prepare material requisitions.

Contact suppliers for quotations.

Compare vendor prices.

Track purchase orders and deliveries.

Maintain stock and inventory records.

5. Project Coordination

Coordinate between the site engineers and the head office.

Collect daily progress reports from sites.

Maintain project schedules and status updates.

Arrange transportation and logistics when needed.

Keep records of manpower deployment.

6. Client & Vendor Communication

Communicate with clients regarding project updates.

Coordinate with subcontractors and vendors.

Schedule site visits and inspections.

Maintain contact databases.

7. HR & Employee Support

Maintain employee records.

Prepare salary attendance sheets.

Assist in recruitment documentation

Manage joining and relieving formalities

Coordinate staff training and meetings

8. Compliance & Government Documentation

Prepare documents for tenders.

Maintain statutory compliance records.

Assist in preparing bank guarantees.

Coordinate documentation for project approvals.

File government and company reports

9. Computer & Software Work

Common software used includes:

Microsoft Excel

Microsoft Word

Microsoft Outlook

PowerPoint

Tally (for accounts)

ERP software (if used by the company)

AutoCAD (basic document viewing in some firms)

PDF editing tools

10. Daily Responsibilities

A typical workday may include:

Checking emails and responding to queries.

Updating project progress reports.

Preparing quotations or invoices.

Coordinating with site engineers.

Following up with suppliers and clients.

Organizing files and project documents.

Updating attendance and office records.

Preparing documents for management review.

Key Skills Required:-

Good communication skills

Strong organizational ability

Time management

Microsoft Office proficiency (especially Excel and Word)

Basic accounting knowledge

Documentation and filing skills

Attention to detail

Multitasking

Teamwork

Professional communication

Job Description Position: Office Staff – Construction Company Responsibilities:

Maintain project documentation and office records.

Prepare quotations, invoices, and purchase orders.

Coordinate with engineers, clients, suppliers, and subcontractors.

Track material procurement and inventory.

Maintain employee attendance and administrative records.

Assist with tender documentation and contract filing.

Prepare reports using MS Excel and MS Word.

Support accounts, HR, and project management teams.

Ensure timely filing of project and compliance documents.

Perform general office administration and other duties assigned by management.

This role is crucial because it supports both the office and site teams, ensuring that administrative processes, documentation, procurement, billing, and communication are handled efficiently so construction projects stay on schedule.