Quantity Surveyor Administrator
Samara Lombok · Construction · Bali · Onsite
Role Overview
Samara is building world-class hospitality and construction projects across Lombok — an island where supply chains are unpredictable, contractors are juggling competing priorities, and documentation discipline is the difference between a project that moves and one that stalls. The Quantity Surveyor Administrator is the operational backbone of our QS department, ensuring that every BOQ, contract, payment certificate, invoice, and project record is accurate, filed, and battle-ready at any given moment. Based onsite in Bali and working in close coordination with project teams across Lombok, this role demands someone who thrives on structure even when the environment around them is anything but.
Key Responsibilities
- Maintain a rigorous, real-time documentation system for all QS records including BOQs, contracts, quotations, invoices, payment certificates, and variation orders, ensuring nothing is lost in the complexity of multi-site island operations.
- Assist in preparing and formatting QS reports, cost summaries, progress payment documents, and project updates with accuracy and on schedule, even when source data arrives late or incomplete from site.
- Support the full lifecycle of tender and contract administration by compiling, organising, cross-referencing, and updating documents in alignment with project timelines and commercial requirements.
- Coordinate document collection and follow-up with internal teams, contractors, vendors, and project stakeholders across Lombok and Bali, proactively chasing outstanding submissions to prevent administrative bottlenecks from becoming project delays.
- Perform precise data entry, spreadsheet maintenance, and report formatting across project trackers, payment schedules, cost comparison sheets, and procurement logs using Microsoft Excel and Word.
- Track the status of purchase orders, payment certificates, contract variations, and vendor invoices to ensure nothing falls through the cracks across concurrent active projects.
- Liaise between the QS team and wider departments — including finance, procurement, and site management — to ensure all commercial and administrative requirements are met and documents move efficiently through approval workflows.
- Support the QS team during peak project or tender periods by managing document control workloads, filing backlogs, and urgent administrative requests with calm reliability and attention to detail.
- Flag documentation discrepancies, missing approvals, or process gaps to the QS team proactively, acting as an early-warning system for administrative risk before it becomes a commercial or contractual problem.
- Continuously improve filing conventions, folder structures, and document management practices to keep QS records accessible, version-controlled, and audit-ready in line with Samara's operational standards.
Requirements
- Diploma or Bachelor's Degree in Administration, Quantity Surveying, Construction Management, Civil Engineering, or a closely related field.
- Minimum 3 years of administrative experience within a construction, project, QS, commercial, or engineering environment; candidates from purely office or corporate admin backgrounds without construction exposure will not be considered.
- Demonstrated experience managing construction-specific documentation such as BOQs, contracts, quotations, invoices, payment records, or variation orders.
- Advanced proficiency in Microsoft Excel and Word, including the ability to build, maintain, and troubleshoot complex spreadsheets and formatted reports independently.
- Proven track record of managing high-volume, multi-document filing systems with strict accuracy and version control.
- Strong written and verbal communication in English, sufficient to liaise clearly with internal project teams and external vendors on document requirements and deadlines.
Nice to Have
- Prior experience working on multi-site construction projects, particularly in remote, island, or infrastructure-limited environments in Indonesia.
- Familiarity with Indonesian construction contracting norms, vendor invoicing practices, and local procurement documentation requirements.
- Exposure to QS software, project management platforms, or document management systems beyond standard Microsoft Office.
- Experience supporting a QS or commercial team during active tender periods, managing simultaneous documentation deadlines without sacrificing accuracy.
- Ability to communicate in Bahasa Indonesia, an advantage when coordinating with local contractors, suppliers, and site-level stakeholders.
- Understanding of construction payment certification processes and progress claim workflows in a principal-contractor structure.
Skills
Construction Document Control, BOQ and Contract Filing Management, Microsoft Excel — Intermediate to Advanced, Microsoft Word — Document Formatting and Reporting, Payment Certificate and Invoice Tracking, Multi-task Administrative Coordination, Tender and Procurement Document Compilation, Data Entry Accuracy and Verification, Cross-team Document Liaison and Follow-up, Frontier Resourcefulness — ability to maintain documentation integrity without established corporate IT infrastructure or on-demand support systems