Office Administrator

Description

Summary: Seeking a highly organized and detail-oriented Office Administrator to manage day-to-day administrative, documentation, and financial support for a construction company. Highlights: 1. Opportunity to take ownership of company administration systems 2. Direct exposure to management and company operations 3. Professional working environment with growth opportunities We are looking for a **highly organized, detail\-oriented and proactive Office Administrator** to manage the day\-to\-day administrative, documentation and financial support activities of our construction company. This is a hands\-on position. The successful candidate will be responsible for keeping company information, documents, expenses, procurement records, invoices, payments and general administration **accurate, complete and up to date**. The role requires someone who is extremely attentive to detail, follows procedures, takes ownership of tasks and does not need constant follow\-up. Key Responsibilities 1\. General Office Administration * Manage day\-to\-day office administration and filing. * Maintain organized physical and digital company records. * Prepare, update and maintain company documents, registers and trackers. * Ensure documents are correctly named, filed and easily retrievable. * Follow up internally for missing documents and information. * Coordinate routine administrative requirements with management, engineers, suppliers and employees. * Handle general correspondence, emails and administrative communication. * Maintain confidentiality of company and financial information. 2\. Invoicing \& Accounts Receivable Support * Maintain an updated invoice register. * Follow up on outstanding invoices and payment documentation. * Coordinate with clients regarding invoices, supporting documents and payment requirements. * Ensure invoices are properly supported by quotations, purchase orders, delivery notes, completion certificates or other required documents. * Highlight overdue payments to management. 3\. Procurement \& Supplier Administration * Maintain supplier records and quotation comparisons. * Record purchases accurately in the company procurement tracker.. * Verify supplier invoices against purchase orders, quotations and delivered materials/services. * Maintain updated accounts payable information. * Identify missing or incomplete supplier documentation before submitting it for payment. 4\. Expenses \& Cash Management * Record all company cash expenses and payments accurately. * Maintain the daily expense tracker. * Collect and organize receipts, invoices and supporting documents. * Reconcile petty cash and company cash transactions. * Ensure every expense has proper supporting documentation and approval. * Monitor recurring expenses and bring unusual or unexpected expenses to management's attention. 5\. Payroll \& Employee Administration * Maintain employee records and documentation. * Collect and organize attendance and timesheet information. * Prepare payroll information for review by management/accounting. * Track employee salaries, advances, deductions and other payments. * Maintain records of leave, joining dates and employee documentation. * Coordinate required employee documents with the relevant parties. 6\. Project Administration * Maintain project files and administrative documentation. * Ensure project documentation is complete and properly filed. * Assist engineers and management in obtaining required documents. * Maintain project trackers and update project information as instructed. * Follow up on missing project documents. 7\. Business Reporting \& Data Entry * Enter financial and operational information into company Excel/SharePoint systems. * Maintain accurate and up\-to\-date company trackers. * Update sales, invoices, procurement, payables, expenses, salaries and cash\-flow information. * Assist management in preparing weekly and monthly business reports. * Check data for errors, duplicates, missing information and inconsistencies. * Ensure information entered into different trackers is consistent. * Support management with accurate information for decision\-making. 8\. Document Control * Maintain proper document\-control procedures. * Ensure the latest versions of documents are being used. * Maintain digital folders and project documentation. * Scan, rename and file documents correctly. * Ensure no important documents are lost or left unfiled. * Maintain a clear audit trail for financial and administrative documents. 9\. Coordination \& Follow\-Up * Follow up with employees, engineers, suppliers, subcontractors and clients to obtain outstanding information. * Maintain lists of pending actions and follow\-ups. * Escalate delays, missing information or problems to management. * Make sure agreed administrative actions are completed on time. * Proactively identify incomplete tasks rather than waiting for management to discover them. Required Skills \& Experience * Previous experience in **office administration, accounts administration or construction\-company administration**. * Strong knowledge of Microsoft Excel. * Good computer and data\-entry skills. * Experience with invoices, expenses, procurement and basic accounting administration. * Strong organizational and document\-control skills. * Excellent attention to detail. * Good written and verbal English. * Ability to work independently and manage multiple priorities. * Ability to follow procedures and maintain accurate records. * Strong follow\-up and communication skills. Highly Preferred * Experience working in a **construction, contracting, MEP, waterproofing or maintenance company**. * Knowledge of Qatar business practices and documentation. * Basic understanding invoices, purchase orders, accounts payable and accounts receivable. * Previous experience supporting project\-based businesses. Personal Qualities We are looking for someone who is: * **Extremely attentive to detail** * Organized and systematic * Reliable and responsible * Proactive rather than reactive * Comfortable working with numbers and documentation * Good at following up * Fast but accurate * Able to identify mistakes before they become problems * Comfortable working with Excel and digital systems * Able to work independently without constant supervision * Honest and trustworthy * Willing to take ownership of administrative responsibilities **Attention to detail is critical for this position.** Small mistakes in invoices, payment information, procurement records, employee information or financial trackers can create significant problems. The successful candidate must therefore have a strong habit of checking their work before submitting it. What We Offer * Full\-time position in a growing construction company. * Direct exposure to management and company operations. * Opportunity to take ownership of the company's administration systems. * Professional working environment. * Opportunity for growth. Application Question(s): * Experience in construction administration mandatory. * Must be from Philippines. Language: * English (Required) Location: * Doha (Required) Work Location: In person