Job Responsibilities:
Site Admin:
- Support the Site Project Manager on all site administrative works
- Format letters of reports needed for project progress submission
- Manage the document control systems e.g. filing, tracking of all incoming and outgoing document correspondences and transmissions for both electronic and hardcopy.
- Maintain filing system and archives
- Application of training courses for workers and submit training course approvals to HR
- Responsible for site office daily administrative works including submission, application and getting approval of site passes from relevant authorities
- Raising Purchase Orders for all stationery and maintain of site office supplies and equipment
- Coordination between HQ, Site Team and Client for site access, transport arrangement, onboarding of new staff, etc
- Maintain site attendance e.g. timesheet, leave application / approval and record (including OT timesheet)
- Collation of receipts to prepare for Petty Cash claims submission
- Supports Site Office events or visits
- Ensure the proper functioning of the Site Office
- Any other ad-hoc duties
- Perform any other ad-hoc duties as requested or assigned
Document Controller:
- Plan and record documents flow (in and out) from all necessary parties, including Clients and sub- contractors.
- Implement workflows and collate issue and receive documents in accordance with project requirements for the development, review and approval of design documentation and all other procedures, instructions, product certification and records that are subject to review and approval.
- Implement an efficient project-related documents control register, database and hard copy filing system.
- Implement Project Document Management System and processes.
- Ensure document submissions are in accordance and compliant with project document formats and requirements.
- Establish and maintain a correspondence system.
- Record issues and track location of control documents and drawings.
- Issue letters and receipts concerning the documents in circulation.
- Ensure current versions are maintained of all documents subject to revision and ensure current versions of documents are issued to required project parties.
- Coordinate storage and archiving of project and organisational records
- Ensuring the secure destruction and disposal of sensitive documents.
- Ensure the documents are managed in strict confidentiality.
- Perform all duties in accordance with company policies, processes, systems and procedures.
- Perform any other ad-hoc duties as requested or assigned
Requirements:
- Diploma/Degree in Business Studies/Administration/Management or other associated disciplines
- At least 3-5 years' experience in document control position in construction industry
- Proficient in Microsoft Office Application (Word, Excel, Power Point)
- Detail-focused document organizing abilities.
- Time-oriented approach to handling queries and tasks.
