Project Assistant

Key Roles and Responsibilities

1. Project Documentation & Control

Maintain and organize all project documentation, including drawings (architectural, MEP, structural), specifications, RFIs (Requests for Information), and submittals.

Manage the document control log, tracking the issuance, revision, and approval of all project documents .

Prepare, distribute, and file meeting minutes for site meetings, coordination meetings, and client update meetings, ensuring action items are clearly documented and tracked.

Assist in the preparation of weekly and monthly project status reports, collecting data on progress, safety, and manpower.

2. Procurement & Logistics Support

Process and track purchase orders for materials, equipment, and subcontractor services.

Assist with the procurement process by obtaining quotes, preparing vendor comparison sheets, and coordinating material delivery schedules to align with the project timeline.

Logistical coordination of material deliveries to the site, including scheduling with the Site Manager and ensuring appropriate storage.

Maintain an inventory of on-site samples, finishes, and key assets.

3. Site Administration & Coordination

Serve as a primary point of contact for on-site inquiries, directing them to the appropriate project manager or engineer.

Manage site inductions and access for new subcontractors and visitors, ensuring compliance with site safety protocols.

Order and maintain site office supplies, including safety equipment, stationery, and refreshments.

Assist with the coordination of site utilities, temporary facilities, and security.

4. Quality & Snagging Support

Assist in the distribution of snagging (punch list) forms to relevant subcontractors and track their completion.

Compile and file quality assurance / quality control (QA / QC) documentation, including material inspection reports and test certificates.

Photograph site progress for reporting and documentation purposes.

5. Financial & Commercial Administration

Code and process project-related invoices for approval by the Project Manager.

Assist in tracking project expenses against the allocated budget.

Support the quantity surveyor (QS) or Project Manager by compiling data for variations (change orders) and progress claims.