Business Assistant

"Driving seamless project coordination, financial processing, and business operations through accurate administration and stakeholder collaboration."

Job Overview

The Business Assistant is responsible for managing end-to-end administrative, financial, and project coordination support across multiple teams. This role ensures smooth workflow between Project Managers, Contract Administrators, Site Managers, Finance, Marketing, and leadership by handling email management, document control, procurement processing, and system updates. The position plays a key role in maintaining accurate records, supporting project delivery tools such as Procore and HubSpot, and ensuring all administrative requirements are completed efficiently and on time.

Key Responsibilities

• Manage and monitor personal and account email inboxes
• Review, sort, and forward invoices and related emails to appropriate Project Managers (PMs) for approval
• Create Purchase Orders (POs) and Subcontracts
• Process invoices, variations, and retention releases through Procore
• Coordinate with Project Managers, Contract Administrators (CAs), and Site Managers
• Maintain and update company databases
• Liaise with contractors and suppliers regarding project and administrative requirements
• Enter and maintain tasks, contacts, companies, and deals in HubSpot
• Prepare Supplier Payables Reports with relevant comments and updates
• Monitor and maintain contractors’ insurance records, including follow-ups and updates in Procore
• Create Project Planning Meeting (PPM) documents and signage packs based on project information provided
• Update IMS document templates, marketing templates, and other company documents as required
• Complete and maintain client information forms
• Maintain and update contact lists
• Provide contractors with required project-related information and documentation
• Provide administrative support to Directors, Finance, Project Managers, Contract Administrators, Marketing, and the Executive Assistant
• Maintain and update employee records and details
  
  

• Experience in administrative, business support, or project coordination roles
• Strong background in email and inbox management
• Familiarity with construction or project management workflows (preferred)
• Experience using Procore for invoices, variations, retention releases, and document tracking
• Experience using HubSpot for managing tasks, contacts, companies, and deals
• Strong skills in database management and data entry accuracy
• Ability to prepare financial and supplier reports with attention to detail
• Experience liaising with contractors, suppliers, and internal stakeholders
• Proficient in document creation, template management, and administrative reporting
• Strong organizational and multitasking abilities
• Excellent communication and coordination skills
• Ability to support multiple departments including Finance, Operations, Marketing, and Leadership teams
• Detail-oriented with strong follow-through on compliance and documentation requirements
  
  

• Healthy, supportive, and conducive work environment (Great Place to Workâ„¢ Certified for three consecutive years!)
• Work with an innovative company delivering cutting-edge solutions across multiple industries
• Lead a team in a fast-paced, high-growth environment
• Competitive salary with opportunities for career advancement
• Collaborative, forward-thinking work culture
• 21 leave credits plus all client-based holidays
• HMO coverage with dependent benefits
• Exposure to world-class leadership from both local and international supervisors