Job Description

Role Purpose

Key Accountabilities

Document Control & Records Management

• Responsible for overall coordination of controlled documentation within the assigned project(s).
• Perform document control functions within the validated master control system.
• Receive, send, and prepare documents, ensuring they are complete and accurately recorded in transmittals, registers, and filing systems.
• Ensure and verify that all outgoing documents in transmittals are properly prepared and accurate.
• Maintain accurate records of receipt and issue of transmittals.
• Maintain project documents in both hard copy and electronic formats in accordance with project filing requirements.
• Maintain the general filing system and file all correspondence appropriately.
• Update logs on a daily basis.

Correspondence & Administrative Support

• Investigate and respond to corrective actions related to document control.
• Receive, direct, and relay telephone calls and fax messages to the Project Director.
• Prepare letters, internal and external memos, and project-related documents including Transmittals, Clearance, CVI, RFI, O&M, and Asset Registers.
• Manage correspondence through MS Outlook and ACONEX.
• Handle all incoming and outgoing mail, correspondence, and filing of records.
• Assist in planning and preparing meetings and conferences.
• Arrange weekly MEP reports.

Operational & Project Support

• Process leave applications, update daily manpower attendance, and submit records to the timekeeper.
• Prepare petty cash summaries and payment certificates.
• Compile project documents in line with the approved completion plan for client handovers.
• Ensure proper coordination with other site offices and subcontractors.

HSE and Quality Accountabilities:

• Comply with company HSE and Sustainability policies and contribute to maintaining a safe, healthy, and sustainable workplace.
• Adhere to Quality standards and support continuous improvement initiatives to enhance business performance.
• Ensure strict adherence to HSE policies and procedures.
• Report HSE incidents and violations to superiors in a timely manner.
• Ensure strict adherence to legal requirements.

Innovation & Value Creation

Drive innovation and encourage continuous improvement and cost-effective solutions without compromising quality.

Qualifications, Experience, Knowledge & Skills

• Bachelor’s degree in business administration or other related field.
• 3+ years experience working experience (preferred construction site experience)
• Should have the ability to operate individually and under supervision
• Ability to develop and maintain highly effective relationships, externally and internally
• Solid sense of confidentiality and discretion.
• Outstanding interpersonal, written, and communication skills.
• Ability to organize work effectively and prioritize with high attention to detail.
• Excellent PC skills including MS Office products
• Flexibility in order to adapt to varying and changing demands.

MS Office