Projects Assistant at Optiven Limited

Job Purpose Statement:

• The Projects Assistant will support the efficient execution of projects and coordinate on-site activities to ensure timely delivery, operational efficiency, and high-quality standards. The role involves managing documentation, tracking workforce data, liaising with vendors and site teams, and assisting in resolving project challenges to enhance customer satisfaction and operational excellence.

Key Responsibilities:

Project Coordination & Reporting

• Maintain accurate project records, KPIs, workforce data, and compile detailed weekly management reports.
• Prepare reports, proposals, and documentation to support decision-making and track project progress.

Project Strategy & Execution

• Assist in developing and implementing project strategies that improve efficiency and client satisfaction.
• Collaborate with site managers and internal teams to align strategies with company objectives.

Asset & Inventory Tracking

• Monitor asset usage, deliveries, and stock levels to prevent shortages.
• Maintain accurate inventory records and address discrepancies promptly.

People Management

• Oversee caretaker performance, attendance, wages, and productivity.
• Maintain the casuals’ register and provide workforce insights to management.

Branding Coordination

• Maintain updated branding lists and ensure consistency in project site branding.
• Support branding efforts in line with company standards.

On-Site Supervision

• Assist in supervising on-site activities, ensuring adherence to project specifications, quality, and safety standards.
• Help resolve on-site challenges to maintain smooth project flow.

Other Duties

• Undertake additional responsibilities as assigned by management.

Key Accountabilities:

• Timely and accurate reporting and documentation.
• Effective workforce tracking and productivity monitoring.
• Compliance with health, safety, and regulatory standards.
• Proactive resolution of site-related challenges.

Qualification & Experience Requirements:

• Diploma or Degree in Project Management, Land Management, Construction Management, Environmental Science, or related field.
• Certification in Occupational Health & Safety (OHS) or Environmental Management is an added advantage.
• Minimum of 1 year of relevant experience.

Competency Requirements:

• Strong project coordination skills.
• Proficiency in project management tools.
• Knowledge of land management, asset tracking, and inventory control.
• Health & safety compliance awareness.
• Data management and reporting skills.
• Budgeting and cost control.
• Excellent communication and problem-solving skills.
• Strong time management and attention to detail.
• Team collaboration abilities.