Fit Out Construction Manager

PURPOSE:

· The Operations Administrator in the Fit-Out Construction Department provides essential administrative and coordination support to ensure smooth and efficient execution of fit-out projects. The role is responsible for managing documentation, supporting project tracking, coordinating with internal teams and external stakeholders, and ensuring compliance with company procedures and project timelines.

RESPONSIBILITIES:

· Provide day-to-day administrative and coordination support to the Fit-Out Construction Manager and project teams.

· Maintain, organize, and update all project documentation (drawings, contracts, permits, reports, correspondence).

· Ensure proper document control, including version tracking, approvals, and timely distribution.

· Monitor project timelines, milestones, and deliverables; flag delays, risks, and pending actions.

· Coordinate meetings, site visits, and progress reviews; prepare agendas and capture clear minutes.

· Follow up with internal and external stakeholders to ensure timely submissions and approvals.

· Act as liaison between operations, procurement, finance, HR, and site teams.

· Support procurement processes (PRs, LPOs, vendor documents, delivery tracking).

· Track materials, equipment, and site logistics to support uninterrupted project execution.

· Assist in reviewing and processing invoices in coordination with finance.

· Prepare and maintain project trackers, logs, and status reports (weekly/monthly).

· Update dashboards and maintain accurate project data for reporting and decision-making.

· Ensure compliance with company procedures, policies, and documentation standards.

· Maintain HSE-related documentation (permits, risk assessments, compliance records).

· Support audits by ensuring documentation is complete, accurate, and accessible.

· Track site-related documentation such as inspections, approvals, and handover records.

· Maintain structured digital and physical filing systems for easy retrieval.

· Handle departmental communication (emails, letters, coordination follow-ups).

· Support manpower and resource tracking in coordination with site teams.

· Assist in onboarding project staff (documentation, system access, coordination).

· Identify opportunities to improve administrative processes and workflow efficiency.

· Ensure confidentiality and proper handling of sensitive project and company information.

· Provide general administrative and operational support as required by management

Skills

REQUIREMENTS/QUALIFICATIONS:

· Bachelor’s degree in business administration, Construction Management, Engineering, or a related field.

· Minimum (2-5) years of experience.

· Good knowledge of ERP systems concepts with proven practice.

· Good command in spoken and written English.

· Proficiency in Microsoft Excel and Microsoft Office Suite, with the ability to effectively leverage these tools to ensure high-quality deliverables.

· Technical background in document control systems and construction project management software (e.g., Procore, Primavera, or ERP systems), coupled with the ability to efficiently apply technical standards within a dynamic work environment.