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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