Project Administration

The Project Administration role is responsible for providing administrative coordination and records-management support to the Construction Management team for the DSCO Data Center program.

The role ensures that project correspondence meeting records administrative trackers personnel mobilization records timesheets document submissions reports registers project files and day-to-day office coordination are properly maintained and communicated.

For the DSCO program this role is important because the Construction Management service involves multiple sites multiple disciplines multiple reporting lines and high-volume documentation. Effective administration is required to support timely reporting audit-ready records project communication discipline team mobilization and smooth coordination between SJ DSCO contractors vendors and project stakeholders.

The SJ proposal emphasizes the need for a common reporting platform document register submittal log RFI log change log risk log decision register dashboards overdue action tracking and audit-ready records across the project.

Key Responsibilities :

• Project Office Administration

Provide day-to-day administrative support to the Project Manager Construction Manager discipline leads site engineers HSE team QA/QC team QS/reporting team and other Construction Management personnel.

• Correspondence Management

Support preparation formatting registration distribution and filing of formal correspondence letters memos transmittals meeting notices instructions and project communications.

• Document Coordination Support

Assist Document Control and project team members in tracking incoming and outgoing documents drawings reports RFIs submittals registers approvals and project records.

• Meeting Coordination

Arrange project meetings prepare invitations agendas attendance sheets meeting rooms online meeting links presentation materials and supporting documents.

• Minutes of Meeting Support

Prepare or support preparation of meeting minutes action lists attendance records decision logs and follow-up trackers for daily weekly technical commercial HSSE quality and client meetings.

• Action and Decision Tracking

Maintain administrative trackers for action items decisions required responsible persons due dates follow-up status and overdue actions.

• Reporting Assistance

Support the Project QS & Reporting team and Project Manager in compiling administrative inputs for daily reports weekly reports monthly reports dashboards progress updates and executive summaries.

• Timesheet and Attendance Support

Coordinate timesheet collection attendance records leave records mobilization status demobilization records and manpower summaries for Construction Management personnel.

• Mobilization and Onboarding Administration

Support staff mobilization onboarding records site access documentation induction records CV submissions personnel approvals ID/badge applications and other administrative requirements for site entry.

• Project Filing and Records Control

Maintain organized project files both digital and physical where required including correspondence reports meeting records approvals registers personnel records timesheets and administrative documents.

• Register Maintenance Support

Support maintenance of administrative registers such as correspondence register meeting register action register contact list personnel register timesheet register report submission register and document submission tracker.

• Coordination with HR Finance and Commercial Teams

Coordinate administrative matters related to staff assignments travel accommodation transportation expense claims invoices payment support documents contracts and project cost administration where required.

• Procurement and Logistics Administration

Support procurement and logistics administration for office supplies PPE IT equipment project stationery meeting materials accommodation transport and site support facilities.

• Client and Contractor Coordination Support

Assist in coordinating administrative matters with DSCO representatives contractors vendors consultants and other stakeholders including submission follow-up meeting schedules contact updates and communication records.

• Confidentiality and Information Control

Maintain confidentiality of project information personnel records commercial documents security-sensitive information and client communications.

• Audit and Compliance Support

Support preparation of administrative records for internal audits client audits commercial reviews quality reviews HSE reviews and project close-out requirements.

• Close-Out Administration

Support administrative close-out including final report compilation record handover document archiving asset return staff demobilization records and final timesheet / expense documentation.

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