WHAT DOES AN ADMINISTRATION ASSISTANT DO?
Published: May 13, 2025 – The Administration Assistant coordinates drafting, delivery, and tracking of project agreements, insurance compliance, and bonding documentation to support construction operations. This position processes cost documents, change orders, invoices, and timesheets using project management tools while organizing digital and physical project records. The assistant also facilitates communication across departments, supports payment processing, and assists with project closeout tasks such as collecting warranties and lien waivers.
A Review of Professional Skills and Functions for Administration Assistant
1. Administrative Assistant Job Description
- Administrative Support: Provide administrative support in a professional, confidential, and organized manner, with administrative support in processes
- Cross-functional Support: Provide cross-functional support to the payroll admin and other various administrative processes
- Teamwork: Proven history of teamwork and professionalism across all levels
- Adaptability: Collaborative can-do attitude with the ability to flex learning and working style to all levels of the organization
- Growth Mindset: Strong desire to learn, collaborate, grow, and win together
- Compliance: Follow and comply with the Company Standards
- Document Management: Maintain, organize, and comply with the document retention policy
- Responsibility: Take responsibility for other administrative support responsibilities
2. Administrative Assistant Essential Functions
- Procurement Support: Works alongside the procurement team, raising requisitions.
- Vendor Management: Manages relationships with vendors, service providers, landlords, and technicians to ensure compliance with service delivery timelines
- Maintenance Oversight: Responsibility for the building maintenance program and for monitoring all the related contractors accordingly
- Data and Reporting: Organizes and maintains data in spreadsheets, generates reports, organizes paperwork, and performs other related administrative duties
- Health and Safety Compliance: Under the guidance of the EHS group, reviews and updates health and safety policies and ensures they are observed.
- Employee Interaction: Interacts with all employees to ensure that their health and safety needs are met.
- Facilities Management: Oversight of day-to-day administrative/facilities operations/office management.
- Event Planning: Plan office events such as company lunches/birthdays/meetings/team buildings
3. Administrative Assistant Role Purpose
- Office Organization: Ensure that the office is kept tidy and organized
- Supply Management: Deal with suppliers, managing office supplies - stock taking/ordering
- Facility Liaison: Responsible for liaising with cleaners, maintenance, and the building manager
- Space Coordination: Organize any desk/office moves
- Reception Management: Front of House, offering a warm welcome at the reception, and being the staff point of call
- Communication Handling: Manage the phones, post, and filing.
- IT Coordination: Note any IT/phone problems, and liaise with relevant departments to resolve the issues
- File Management: Ensure file organization based on office protocol
- HR Administration: Manage/document employee lateness/sickness/holidays - HR online system
- Onboarding: Handle all new starters, helping them get set up, and responsible for inductions and introductions to teams, etc.
- Invoice Processing: Dealing with payments, following the invoices
- Executive Support: Work closely with the CEOs of traveling organizations, expenses, letters, and emails.
- Calendar Management: Handle and coordinate active calendars, as well as schedule and confirm meetings
- Task Follow-up: Follow up on the administrative tasks
- Stakeholder Communication: Contact with the licensees (training organization, supply chain information)
4. Administrative Assistant Key Accountabilities
- Project Coordination: Coordinate certain supporting aspects of the development, construction, financing, management, and asset management functions
- Special Projects: Handle special projects and ensure timely and accurate completion.
- Marketing Support: Keep KCP marketing materials, social media, and website information up to date
- Market Research: Ad hoc market research and monitoring activities
- Event Planning: Plan meetings, conferences, or other company functions and activities
- Office Maintenance: Maintain the corporate office, including appearance, office equipment, and ordering office supplies
- Expense Processing: Organize and process invoices and expense reports for payment
- Data Reporting: Compile and maintain periodic reporting and company scorecard data
- Mail Handling: Collect office mail and distribute it accordingly
- Banking Tasks: Take responsibility for making bank deposits
- Document Notarization: Obtain a notary public license and periodically notarize documents
5. Administrative Assistant Accountabilities
- Contract Management: Handle the drafting, delivery, and receipt of subcontract agreements, purchase order agreements, and service agreements
- Insurance Coordination: Confirm receipt and coordinate compliance with project insurance
- Bond Processing: Identify bonding requirements with the project team and process bonds (owner, subcontractor, government) for the project.
- Cost Documentation: Assist in creating and issuing cost documents and change orders.
- Invoice Management: Utilize project management software to process, track, and code material invoices for APM/PM approval.
- Time Reporting: Assist the project team with time entry and time sheet reporting.
- File Maintenance: Create and maintain project hard files.
- Record Keeping: Gather and file all electronic, digital, and hard copy originals for record keeping.
- Project Communication: Serve as a project communication liaison by relaying communications between the project team and accounting department, providing support to the accounting department with the subcontractor payment process, coordinating with HR to gather required documentation, escalating issues to IT, and notifying communications/marketing of upcoming milestones.
- Project Closeout Support: Assist the project team with the closeout phase by collecting warranties, collecting lien waivers for accounting, and assisting PEs to complete the project final and closeout checklists.