Backoffice executive

Job Description:

A Backoffice Executive in the construction industry plays a crucial role in supporting the day-to-day operations of the business from an administrative and operational perspective. Here’s an overview of the typical responsibilities and skills needed for the role:

Responsibilities:

1. Documentation & Record Keeping:

   • Manage and maintain project documents such as contracts, invoices, blueprints, reports, and permits.
   • Ensure that all documentation is up to date and organized for easy retrieval.

2. Data Entry:

   • Input and maintain construction project data in the system, including budgets, timelines, and material orders.
   • Track and update project progress reports.

3. Coordination & Communication:

   • Coordinate between different departments (e.g., project management, procurement, HR) to ensure smooth operations.
   • Communicate with vendors, contractors, and clients to manage appointments, meetings, and project updates.

4. Procurement Support:

   • Assist with sourcing materials and equipment required for construction projects.
   • Handle purchase orders and maintain inventory records.

5. Financial Support:

   • Assist in budget preparation, tracking expenditures, and processing payments to vendors and contractors.
   • Manage petty cash and employee reimbursements.

6. Scheduling & Planning:

   • Help in preparing project schedules, coordinating timelines with contractors, and ensuring deadlines are met.
   • Arrange travel and accommodations for staff or contractors if necessary.

7. Compliance & Safety:

   • Ensure that all project activities adhere to local construction regulations and safety standards.
   • Maintain records of safety inspections and reports.

Required Skills:

• Organizational Skills: Must be able to handle large amounts of data and documentation efficiently.
• Attention to Detail: Ensure accuracy in all forms of paperwork and data entry

• Communication Skills: Ability to liaise effectively with construction teams, contractors, and vendors.
• Time Management: Must be able to handle multiple tasks and meet tight deadlines.
• Basic Financial Acumen: Understanding budgets, invoicing, and procurement processes.

This role is pivotal for ensuring that the back-end operations of a construction project run smoothly, enabling front-line teams to focus on on-site activities.