Administrator- Wood

Administrative Duties

• Process and track job orders for custom woodwork and aluminum fabrication projects (residential and commercial). Ensure all documentation complies with company standards and project requirements.
• Coordinate and communicate with project managers, workshop supervisors, suppliers, and clients to ensure timely execution of fabrication schedules.
• Oversee procurement process for wood, aluminum profiles, hardware, and accessories—ensuring timely ordering, delivery, and cost control.
• Monitor and reconcile project budgets; support the estimation team in cost tracking and reporting throughout the project lifecycle.
• Manage and update vendor/supplier records, including approved subcontractors for CNC, powder coating, glass fittings, and specialty finishes.
• Track and file quality control documentation, materials testing reports, and shop drawings related to each project.
• Assist with documentation for inspections, installation certifications, and client approvals.
• Prepare and maintain delivery schedules, site access documentation, and installation coordination with the site team.
• Handle warranty claims and defect resolution follow-ups with production and installation teams.
• Support the preparation of O&M (Operation and Maintenance) manuals and handover documentation to clients.
• Record meeting minutes for production, site coordination, and client meetings, and ensure action items are followed up.
• Ensure digital and physical filing systems are organized and accessible, with all relevant project documentation properly maintained.
• Generate invoices, track payments, and coordinate with the accounts team for job costing.
• Assist in process improvements, internal audits, and implementation of workflow efficiencies across projects.

Experience / Skill Set Should Include:

• Familiarity with woodwork and aluminum fabrication processes, terminology, and materials
• 2–3 years administrative experience in a joinery, aluminum, or construction-related company (preferred)
• Strong organizational and multitasking abilities
• Excellent command of MS Office Suite (Excel, Word, Outlook); experience with ERP or project management software is a plus
• Customer-focused attitude with professional communication skills
• Ability to interpret basic technical drawings and work orders
• Experience coordinating with workshop and site installation teams
• Strong attention to detail and time management
• Basic understanding of procurement and inventory tracking
• Ability to work both independently and as part of a team

Job Types: Full-time, Permanent