About this role
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