Project cum Administration Assistant

Job Description

Role & responsibilities Work as project team and reports directly to the Project Director Work with selected EPCM consultant and site contractors to manage administrative, documents controls and secretarial aspects of the project engineering, procurement and construction, Safety, Quality Schedule and Cost control Assist project manager with project document controls Assembles and submits relevant data files compiles statistics and information for various reports and documents as needed for the project Assist with business travel arrangements for personnel within the project team Maintain and update project document control logs (correspondence, contracts, RFIs, transmittals, etc.) Ensure all incoming and outgoing documentation is properly filed (electronic and hard copy) Maintain project filing system in alignment with project documentation protocols Track all project action items and ensure they are followed up and closed in a timely manner Maintain a live action tracker in coordination with the Project Director Monitor deliverables submittal dates (e.g., engineering drawings, vendor documents) and issue reminders on due dates Maintain the Master Deliverables list with inputs from engineering, procurement, and construction teams Organize and schedule project meetings (internal and external) Prepare and distribute meeting agendas Record accurate meeting minutes and circulate within 24 hours Track and follow up on action items from meetings Liaise with internal departments, contractors, and vendors for administrative coordination Maintain contact lists and distribution lists for the project Support issuance of memos, letters, and official project communications Preferred candidate profile Bachelors or masters degree in related fields. 3+ years of experience in a similar role, preferably in an industrial or construction project environment Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) Fluent in the written and spoken communication in the English language Attention to detail and strong organizational skills Experience with project management or document control software (e.g., SharePoint, Aconex, Procore) is a plus This recruitment is specific for Dahej location but at initial stage project team seating at Ahmadabad Office and after project start all have to move at Dahej Location. (Initially this profile is as Project Coordinator and Document Specialist after Plant startup itself converted into Admin-specialist.