Administrative Technician at Mota-Engil

Mission

• Provide administrative and logistical support for construction activities, including document management, administrative support for human resources, purchasing and requisitioning of materials and services, stock control, and coordination of material deliveries to construction sites;
• Monitor supplier deliveries, organize the dispatch and transportation of materials to the relevant work fronts, and maintain accurate accounting, procurement, and inventory records. Perform these duties in accordance with management instructions, internal procedures, and applicable legal requirements to ensure the efficient administrative and logistical operation of the project.

 Responsibilities

• Provide administrative support for the management of personnel assigned to the construction project;
• General office administration;
• Prepare reports, spreadsheets, records, and other administrative documents required for the effective management of the project;
• Control and organize delivery notes, invoices, purchase orders, material requisitions, and other supplier documentation;
• Prepare the documentation required for debit notes in accordance with internal procedures;
• Receive, review, register, and process requests for materials, equipment, and services submitted by the Production and Construction teams;
• Verify material requirements with the relevant site teams and ensure that requisitions contain the correct specifications, quantities, delivery locations, and required dates;
• Perform the administrative activities associated with purchasing materials, equipment, and subcontracted services;
• Request quotations, support supplier comparisons, and monitor purchase orders and delivery schedules;
• Follow up with suppliers to ensure materials and equipment are delivered on time and in accordance with the agreed quantities, specifications, and quality requirements;
• Coordinate the dispatch, transportation, and delivery of materials and equipment to construction sites and specific work fronts;
• Maintain accurate stock records, monitor inventory levels, and report shortages, discrepancies, damaged materials, and critical stock requirements;
• Reconcile physical stock with inventory records and support periodic stock counts;
• Coordinate with the site, warehouse, procurement, logistics, and production teams to ensure the timely availability of materials;
• Maintain updated records of pending requisitions, purchase orders, supplier deliveries, dispatched materials, and materials received on-site;
• Confirm the receipt of materials and ensure that delivery notes and related documentation are correctly signed, registered, and filed;
• Support the Construction Manager during project mobilization, execution, demobilization, and close-out activities;
• Prepare and organize the legal and administrative documentation of subcontractors and their personnel, ensuring compliance with contractual and statutory requirements;
• Record and report administrative, procurement, inventory, and delivery-related issues to the relevant manager;
• Ensure compliance with health, safety, environmental, and quality procedures within their area of responsibility;
• Communicate effectively in English with managers, suppliers, subcontractors, and other project stakeholders.

Education

• Technical Diploma or equivalent qualification in Business Administration, Logistics, Procurement, Accounting, Construction Administration, or a related field.

Professional Experience:

• 1 to 2 years of experience in administrative, procurement, logistics, inventory-control, or materials-management activities, preferably within the civil construction sector;
• Previous experience processing material requisitions, monitoring suppliers, coordinating site deliveries, and controlling stock is desirable.

Requirements:

• Strong Planning and Organizational Skills;
• Materials and Inventory Control;
• Procurement and Supplier Coordination;
• Construction-Site Administrative Management;
• Logistics and Delivery Coordination;
• Document and Records Management;
• Attention to Detail and Accuracy;
• Effective Communication and Teamwork;
• Customer and Stakeholder Focus;
• Perseverance and Results Orientation;
• Problem-Solving and Follow-Up Skills;
• Ability to Meet Deadlines;
• Proficiency in Microsoft Office, particularly Excel;
• Professional Proficiency in English.