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Admin & Finance support:-

Report to -  Senior Engineering Manager

Job brief overview:

• Assist the ADS office for all administrative and finance scope including managing mailing, meetings, documentation, expense reports and reimbursements and financial transactions.
• Assist ADS office for coordination and follow up with subcontractors, client, interfacing with public relations and local authorities and any external organization that may concern the execution of the project ensuring compliance with local regulations

Responsibilities and duties:

• Administrative Support: Perform general administrative tasks such as data entry, filing, and managing office supplies to ensure a well-organized and equipped work environment. Prepare and manage correspondence, reports, and documents, ensuring accuracy and adherence to company standards.
• Scheduling and Coordination: Coordinate and schedule meetings, appointments, and site visits, ensuring effective time management and communication among all parties involved. Assist in coordinating logistics and arrangements for staff and material movement on construction sites.
• Communication: Serve as a point of contact for internal staff providing information and assistance as needed. Ensure effective communication channels are maintained with other departments, clients, suppliers, and contractors.
• Document Control: Maintain an organized and up-to-date document control system, ensuring that all project documentation is accurately filed and accessible. Assist in the distribution and tracking of project-related documents, ensuring all stakeholders have the necessary information in a timely manner.
• Project Support: Provide support to engineering manager and ADS managements and teams by coordinating various activities, managing schedules, and handling administrative tasks associated with construction projects. Assist in preparing project presentations, proposals, and reports, ensuring they adhere to company and industry standards.
• Procurement Support: Assist in the procurement process by preparing purchase orders, tracking deliveries, and liaising with suppliers and contractors. Maintain a database of suppliers and contractors, ensuring contact information is up-to-date and accessible.
• Financial Support: Assist in managing invoices, expenses, and budget tracking, ensuring accurate and timely financial reporting. Client and local Authority coordination:
• Client and local Authority coordination: To act as coordinator of the ADS office for the liaison between the organization and the client and local governmental authorities for any requirements related to the construction projects.
• Regulatory Compliance: Keep abreast of local laws and regulations affecting the organization’s operations. Coordinate with legal and compliance teams to ensure adherence to all applicable laws and regulations. Ensure the organization's compliance with local laws, regulations, and ordinances.
• Subcontractors and Stakeholder Coordination: Coordinate with subcontractors and stakeholders involved into the construction project for any issues related to the project.

Qualification requirement and skills:

• University degree or equivalent: a diploma or an associate degree in business administration, or a related field. Also, public relations, Communications, Political Science, or a related field skills are required.
• Previous administrative or support experience (minimum 3 years), preferably within the construction or related industries.
• Strong organizational, communication, and multitasking skills, negotiation, and interpersonal skills.
• Knowledge of local governmental operations and regulatory requirements.
• Proficiency in Microsoft tools and other office management software and ability to learn new software. Good in English and French languages