Construction Project admin / Document Controller
5.5 days alternate Saturday work, Bukit Batok construction
Roles and Responsibilities:
Administration:
Oversee day-to-day administrative tasks related to the construction project.
Coordinate with various departments to ensure smooth project operations.
Maintain project schedules, calendars, and meeting agendas.
Document Control:
Develop and maintain document control processes for the project.
Manage all project-related documents, including drawings, contracts, permits, and correspondence.
Ensure that all documents are accurately labelled, stored, and distributed as per project requirements.
Implement document control procedures to maintain version control and track revisions.
Collaborate with project teams to ensure timely submission and approval of documents.
Communication:
Serve as a central point of contact for project communication.
Facilitate communication between project stakeholders, including clients, contractors, and internal teams.
Distribute project-related information and updates through appropriate channels.
Prepare and distribute meeting minutes, reports, and other documentation as required.
Quality Assurance:
Ensure compliance with document control procedures and quality standards.
Conduct regular audits of project documents to identify discrepancies or non-compliance issues.
Collaborate with project teams to address any quality concerns and implement corrective actions.
Key Tasks:
Document Management:
Organize and maintain electronic and physical project files.
Establish naming conventions and file structures for easy retrieval of documents.
Monitor document workflows to ensure timely review, approval, and distribution.
Record Keeping:
Maintain accurate records of project correspondence, approvals, and change orders.
Track document revisions and update relevant stakeholders as necessary.
Prepare document transmittals and ensure proper documentation of project milestones.
Reporting:
Generate regular reports on document status, project progress, and key performance indicators.
Analyse data to identify trends, risks, and opportunities for improvement.
Present findings to project management and contribute to strategic decision-making.
Training and Support:
Provide training and support to project team members on document control processes and software tools.
Act as a resource for resolving document-related queries and issues.
Foster a culture of compliance and continuous improvement within the project team.
Requirements:
i. Diploma in business administration, engineering, construction management, or related field.
ii. Minimum of 2-3 years of experience in construction project administration and document control.
iii. Proficiency in document management software and Microsoft Office Suite.
iv. Familiarity with construction industry standards and regulations.
Skills:
i. Excellent organizational and time management skills.
ii. Strong attention to detail and accuracy.
iii. Effective communication and interpersonal skills.
iv. Ability to work independently and prioritize tasks in a fast-paced environment.
v. Problem-solving and analytical abilities.
