Job description for Administration Intern at PT Staff Link Solutions
We are currently assisting one of our clients with an ongoing construction project and are looking for a proactive, organised, and detail-oriented Administration Intern to support daily administrative and operational activities. The successful candidate will assist with project documentation, vendor and supplier coordination, construction worker attendance and payroll administration, invoice tracking, and general office support to ensure smooth coordination between the office team and construction site.
Key Responsibilities:
1. General Administration
- Perform daily administrative tasks, including data entry, filing, document preparation, and record keeping.
- Maintain and organise company documents, invoices, receipts, contracts, and other administrative records.
- Prepare administrative reports, spreadsheets, and summaries as required.
- Assist with managing office supplies and other operational requirements.
2. Project and Site Coordination
- Coordinate with project managers, site supervisors, construction workers, and subcontractors regarding schedules and work progress.
- Communicate with workers and relevant teams to confirm attendance, work schedules, and site requirements.
- Assist in tracking project timelines, task updates, material requirements, and outstanding work.
- Help ensure project-related documents and updates are properly recorded and communicated.
3. Vendor and Supplier Management
- Contact vendors and suppliers to request quotations, confirm prices, check stock availability, and coordinate deliveries.
- Follow up on orders, delivery schedules, invoices, and outstanding payments.
- Maintain an updated database of vendors, suppliers, contractors, and service providers.
- Assist with comparing supplier quotations and preparing purchase order documentation.
4. Payroll and Attendance Administration
- Collect and maintain employee and construction worker attendance records, timesheets, and overtime information.
- Assist in preparing payroll summaries and calculating basic working hours and overtime based on approved records.
- Track salary payments, allowances, and other approved staff-related expenses.
- Coordinate with the relevant team to ensure payroll information is accurate and submitted on time.
- Maintain employee records and payroll documentation confidentially.
5. Invoicing and Expense Tracking
- Assist with preparing and organising invoices, receipts, purchase orders, and payment records.
- Record and monitor project expenses, supplier costs, and other operational expenditures.
- Follow up on outstanding invoices and payment confirmations.
- Assist the finance or accounting team with basic bookkeeping and expense reconciliation.
6. Inventory and Material Tracking
- Assist in monitoring construction materials, tools, equipment, and stock availability.
- Record incoming and outgoing materials and maintain inventory lists.
- Coordinate with suppliers and site teams regarding material deliveries and shortages.
- Help ensure that purchase and delivery records are complete and up to date.
7. Communication and Coordination
- Handle phone calls, WhatsApp messages, emails, and other business communications professionally.
- Follow up with vendors, workers, contractors, and internal team members regarding pending tasks and documentation.
- Help ensure information is communicated clearly between the office and project sites.
- Provide general administrative support to management and other departments as needed.
8. Other Responsibilities
- Assist with preparing meeting notes, schedules, and internal reports.
- Support the improvement of administrative systems, spreadsheets, and document management processes.
- Perform other reasonable administrative and operational duties assigned by the supervisor.
Requirements
- Currently pursuing or recently graduated from a degree or diploma in Business Administration, Management, Accounting, or a related field.
- Good organisational, time-management, and multitasking skills.
- Strong attention to detail and accuracy in handling documents and data.
- Good communication and interpersonal skills.
- Comfortable communicating with vendors, suppliers, workers, and internal teams.
- Basic proficiency in Microsoft Excel, Word, Google Sheets, and Google Workspace.
- Willingness to learn about construction administration, procurement, and payroll processes.
- Able to work independently while also collaborating with a team.
- Proactive, responsible, and able to follow up on tasks without constant supervision.
- Previous administrative experience or exposure to construction, procurement, or accounting is an advantage but not essential.
