Job Description

Duties and responsibilities :

Maintain and organize all project documentation, including contracts, drawings, reports, meeting minutes, and shipping documents. Ensure proper filing and archival both physically and digitally. Coordinate and schedule meetings, including sending invites, preparing agendas, and taking minutes. Handle general administrative duties such as data entry, photocopying, printing, and arranging logistics. Monitor and manage office and project-related supplies and equipment. Support logistics coordination, including liaising with forwarders and movers for material delivery and relocation. Arrange storage space and support planning for material move-in activities. Assist with financial processes including invoice handling, payment tracking, petty cash management, staff expense claims, and budget-related records. Prepare and submit purchase requests and vendor progress claims, with proper documentation and entry into the FACT accounting system. Coordinate and facilitate guest visits, including hotel and restaurant bookings, and arranging appointments with clients and contractors. Prepare and submit documentation for daily operational requirements, such as Permit to Work (PTW), Risk Assessments (RA), work permits, Safety Induction Cards (SIC), and staff claims. Maintain and update attendance records (including vendors) and staff leave schedules. Ensure the site office environment is kept clean, organized, and conducive to productivity.

Job Requirement :

Proficiency in Microsoft Office is required. Ability to communicate in both English and Japanese (JLPT N2/N3 level) is an advantage. Perform any additional duties as assigned to support the project team and operations. Comfortable working at construction sites.
Job Types: Contract, Temporary
Contract length: 7 months

Pay: $3,000.00 - $4,000.00 per month

Education:

Local Polytechnic Diploma (Preferred)
Experience:

Project Admin: 1 year (Preferred)
Willingness to travel:

75% (Preferred)
Work Location: In person