Job Title: Back Office Executive (Civil Works)
Location: Jatia, Dispur, Assam (site visits across project locations as required)
Employment Type: Full-time
Reports to: Office Manager / Project Manager
Role Summary
Provide administrative and clerical support to the office and project teams, manage documentation and records for civil works, coordinate with clients and government offices, facilitate and coordinate work teams for ongoing and upcoming projects, assist in tender participation processes, and perform occasional site and client visits to deliver or collect documents and follow up on project-related tasks.
Key Responsibilities
· Administrative support: Manage incoming/outgoing correspondence (email, post), answer phones, maintain diaries/calendars, schedule meetings, and prepare agendas/minutes.
· Document management: Prepare, organize, scan, and file project documents, drawings, contracts, invoices, purchase orders, permits, compliance certificates, and tender documents; maintain both physical and digital filing systems.
· Team coordination & facilitation: Coordinate and facilitate work teams for ongoing and upcoming projects, prepare and circulate daily/weekly work plans, ensure teams have required documents, drawings, and approvals, track team attendance and mobilization, and escalate resource or scheduling issues to project managers.
· Tender participation support:
o Understand tender requirements and processes for civil works projects
o Assist in searching tenders on government portals (e.g., eProcurement) and private portals
o Help prepare and compile tender submission documents including financial documents, certifications (PAN, GST, ISO), work completion certificates, manpower lists, and licenses
o Track EMD (Earnest Money Deposit), tender fees, and ensure timely submission
o Maintain proper records of all tender-related processes and documents
o Support follow-up post-submission and coordinate initial steps after winning a tender (agreement, mobilization, billing)
· Client & stakeholder liaison: Visit clients’ offices, government departments, vendors, and consultants to submit or collect documents, obtain approvals, and follow up on pending matters.
· Site coordination: Travel to project sites occasionally to deliver paperwork, collect site records (site diaries, measurement sheets), support site teams with administrative requests, assist with logistics for inspections or client visits, and help coordinate mobilization of labor and subcontractors.
· Record-keeping & reporting: Maintain up-to-date logs (delivery, document register, statutory submissions, tender register), prepare periodic administrative, team-mobilization, and tender-tracking reports for managers.
· Procurement assistance: Help raise purchase requisitions, obtain quotations, follow up with suppliers, and coordinate receipt of materials/documents.
· Financial admin support: Assist with basic invoice processing, petty cash management, expense claims, and coordination with accounts for document submission.
· Compliance & permits: Track expiry/renewal of statutory documents (licenses, permits, insurance), ensure timely submission of necessary paperwork.
· Travel & errands: Undertake errands, courier runs, and local travel as required to support operations.
· Ad hoc tasks: Support project teams with ad hoc documentation, photocopying, printing of drawings, and other administrative tasks.
Required Qualifications & Skills
· Education: Minimum 10+2; diploma or degree in business administration, civil engineering, or related field preferred.
· Experience: 1–3 years in an administrative/back-office role; experience in construction or civil-engineering environment preferred.
· Skills:
o Strong organizational and coordination skills
o Attention to detail
o Good written and verbal communication
o Basic computer proficiency (MS Office, email, PDFs)
o Familiarity with digital scanning and filing
o Ability to prepare simple work schedules and mobilization plans
o Basic understanding of tender participation processes and documentation requirements
· Attributes: Reliable, proactive, able to prioritize tasks, comfortable with travel and field visits, professional attitude during client interactions, able to liaise with site supervisors and labor teams.
· Physical requirements: Ability to travel to sites (some may be remote or require walking on construction areas), carry documents and small equipment when needed.
· Driving: Valid driver’s license preferred or willingness to travel by company transport.
Desirable
· Knowledge of construction documentation (BOQ, subcontract agreements, measurement sheets).
· Basic understanding of site safety protocols and PPE requirements.
· Experience with simple bookkeeping or ERP/PM software.
· Prior experience coordinating labor mobilization, subcontractor scheduling, or site logistics.
· Familiarity with government e-tender portals and tender submission workflows.
Working Conditions
· Office-based with frequent external visits to client offices, government departments, and project sites.
· Regular coordination with field teams; occasional early starts or extended hours during site visits, mobilization, document submissions, or tender deadlines.
· Travel expenses and per diem as per company policy.
Compensation
· Competitive salary based on experience; details to be discussed during interview.
· Benefits: statutory benefits, travel reimbursement, and performance-based incentives where applicable.
Send your CV and a brief cover letter to [[email protected]] with subject line: “Back Office Assistant — [Your Name]”.
Pay: ₹15,000.00 - ₹25,000.00 per month
Work Location: In person
