Project Administration Officer – Construction Management

About the role

The Project Administration Officer provides essential administrative, coordination and records‑management support to the Construction Management team delivering the DSCO Data Center program in Jakarta. The role ensures that all project correspondence, meeting records, trackers, timesheets and document submissions are accurately maintained and readily available for reporting and audit purposes.

Key responsibilities

• Provide day‑to‑day administrative assistance to the Project Manager, Construction Manager, discipline leads and other construction personnel.
• Prepare, format, register, distribute and file formal correspondence, letters, memos, transmittals and meeting notices.
• Assist document control by tracking incoming and outgoing drawings, reports, RFIs, submittals and approvals.
• Organise project meetings, manage invitations, agendas, meeting rooms or virtual links, and compile supporting materials.
• Draft and circulate meeting minutes, action lists, decision logs and follow‑up trackers.
• Maintain administrative trackers for actions, decisions, responsible owners, due dates and overdue items.
• Support the QS & Reporting team in gathering data for daily, weekly and monthly reports, dashboards and executive summaries.
• Coordinate timesheet collection, attendance, leave, mobilization and demobilization records for construction staff.
• Handle staff mobilization, onboarding documentation, site access, induction records and personnel approvals.

Required profile

• Strong organisational and multitasking abilities in a fast‑paced construction environment.
• Excellent written and verbal communication skills.
• Attention to detail and ability to maintain audit‑ready records.
• Proficiency in using standard office software and project tracking tools.

Required skills