Administrative Assistant (Contracts & Procurement)

We are seeking a highly organized Administrative Assistant (Contracts & Procurement) to support the Contracts and Procurement Department on a major construction/infrastructure project. The successful candidate will play a key role in maintaining contract and procurement records, coordinating documentation, supporting tendering activities, and ensuring the efficient administration of procurement and subcontract processes. Key Responsibilities • Provide day-to-day administrative support to the Contracts and Procurement team. • Maintain and update procurement, tender, subcontract, and contract registers. • Assist with the preparation, issuance, and tracking of Requests for Quotation (RFQs), Requests for Proposal (RFPs), bid submissions, and contract documentation. • Organize and maintain procurement files, correspondence, contract records, and supplier documentation. • Coordinate communication between project teams, subcontractors, suppliers, and consultants. • Monitor document submission deadlines and assist in tracking procurement and contract milestones. • Support the preparation of reports, meeting minutes, approval workflows, and procurement status updates. • Ensure all procurement and contract records are maintained in accordance with project and company procedures. • Assist with invoice tracking, purchase orders, subcontract documentation, and vendor onboarding activities. Requirements • Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain Management, or a related field. • Minimum 3 years of experience in an administrative role supporting a Contracts, Commercial, Procurement, or Supply Chain Department within the construction, engineering, or infrastructure sector. • Familiarity with procurement processes, tendering procedures, subcontract administration, and contract documentation. • Strong document management, filing, and organizational skills. • Proficient in Microsoft Office Suite, particularly Excel and Word. • Excellent communication and coordination abilities. • Strong attention to detail and ability to manage multiple priorities in a fast-paced project environment. Preferred Qualifications • Previous experience supporting large-scale construction, infrastructure, mixed-use development, or EPC projects. • Knowledge of procurement systems, ERP platforms, or document management systems. • Experience working with subcontract agreements, purchase orders, and supplier management processes. Hill International with more than 4,100+ professionals in over 100 offices worldwide, provides program management, project management, construction management, project management oversight, advisory, facilities management and other consulting services to clients in a variety of market sectors. www.hillintl.com. Hill is a GISI Consulting Group company, www.gisiconsulting.com. Show more Show less

Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain Management, or a related field. Minimum 3 years of experience in an administrative role supporting a Contracts, Commercial, Procurement, or Supply Chain Department within the construction, engineering, or infrastructure sector. Familiarity with procurement processes, tendering procedures, subcontract administration, and contract documentation. Strong document management, filing, and organizational skills. Proficient in Microsoft Office Suite, particularly Excel and Word. Excellent communication and coordination abilities. Strong attention to detail and ability to manage multiple priorities in a fast-paced project environment.

Provide day-to-day administrative support to the Contracts and Procurement team. Maintain and update procurement, tender, subcontract, and contract registers. Assist with the preparation, issuance, and tracking of RFQs, RFPs, bid submissions, and contract documentation. Organize and maintain procurement files, correspondence, contract records, and supplier documentation. Coordinate communication between project teams, subcontractors, suppliers, and consultants. Monitor document submission deadlines and assist in tracking procurement and contract milestones. Support the preparation of reports, meeting minutes, approval workflows, and procurement status updates. Ensure all procurement and contract records are maintained in accordance with project and company procedures. Assist with invoice tracking, purchase orders, subcontract documentation, and vendor onboarding activities.