Office Assistant

Purpose of Role: To support day-to-day office administration in a civil works office by preparing letters and official emails, maintaining records, assisting in checking Measurement Books (MBs), and ensuring proper documentation for project billing and reporting. Key Responsibilities: Draft and type official letters, circulars, and emails in professional format. Maintain inward/outward registers, file records, and office correspondence. Assist in verification of Measurement Books (MBs) for civil works by cross-checking quantities, calculations, and entries with supporting documents. Prepare comparative statements, summaries, and reports from MBs for billing purposes. Support preparation of bills, vouchers, and payment records. Maintain attendance, wage registers, and other statutory documentation as instructed. Handle basic accounts entries and ensure compliance with office procedures. Provide clerical and administrative support to engineers and project staff. Liaise with contractors, vendors, and government departments for official communication. Ensure confidentiality and accuracy in maintaining office data. Here are the day-to-day tasks expected in this role: Office Administration Typing official letters, memos, and reports. Preparing email drafts and responding to routine communication. Filing and indexing project documents. Measurement Book (MB) Checking Verify contractor measurements recorded in MB against drawings/BOQ. Check calculations of length, breadth, depth, and quantities. Assist engineer in spotting discrepancies or errors. Maintain summary sheets from MBs for quick reference. Accounts & Billing Support Prepare draft bills from MB entries. Assist in preparing vouchers, ledgers, and payment records. Update expenditure statements regularly. Record Management Maintain registers (inward, outward, stock). Keep soft copies (Excel/Word) of all MB summaries. Archive old records systematically for audit/reference. Communication & Coordination Follow up with contractors/vendors for required documents. Schedule meetings, prepare minutes, and circulate notices. Provide support to engineers during site inspections (documentation).