Ops Team Assistant

Job Description Responsibilities:

• Completes a variety of daily administrative tasks essential for the smooth operation of construction projects.
• Assists in financial administration, including preparing annual budgets and analyzing monthly budget activity relevant to site expenditures.
• Manages scheduling for site meetings and appointments, and ensures accurate drafts are distributed. Also, manages meeting minutes and protocols.
• Coordinates and establishes all travel arrangements for site personnel and reconciles associated travel and expense reports.
• Manages all incoming and outgoing correspondence, including answering, screening, and placing phone calls, often interacting with site teams, vendors, and external partners.
• Monitors and maintains all information flow, ensuring meticulous organization of both paper and electronic project files.
• Prepares professional presentations, reports, statistical charts, and briefings related to construction progress, safety, and operations.
• Assists in the integration and effective use of new office technologies and systems pertinent to construction site management.
• Handles routine and non-complex practical inquiries and procedures from internal and external customers, including managing inbound and outbound calls based on established guidelines.

• This role operates within defined procedures and practices, requiring the ability to make clear choices and adapt to changing work situations effectively.
• While the position offers latitude in addressing routine administrative and project-related topics, complex or unexpected situations typically require technical assistance or authorization.
• The incumbent is expected to cope effectively with multiple processes and routines, applying or adapting established procedures to address arising issues.
• This position delivers a full range of administrative services within a focused technical area, guided by clear input/output relations and specific guidelines.

• Up to 1 year of professional experience is required, in addition to a 2-year vocational training program.
• Mandatory prior experience working in an on-site construction environment.
• This includes familiarity with the unique dynamics, terminology, and demands of a construction site.

• Basic theoretical and practical knowledge of administrative principles, procedures, and work routines, gained through a structured two-year vocational training period.
• Understanding of specialized processes, techniques, and systems commonly used in office, production, or lab environments, with a strong emphasis on their application within a construction context.
• Proficiency in operating major parts or the full spectrum of dedicated specialized standard software packages relevant to office administration and project support.
• Knowledge of standardized work routines and methods, general facts, and information necessary for effective administrative support in a construction setting.