Construction Project Admin (Document Control)

PT Ellipse Projects Indonesia; Jakarta Utara; On-site; IDR 200,880,000 - 267,840,000; Full time

Benefits offered by this job

Health insurance

Career development opportunities

Job summary

PT Ellipse Projects Indonesia seeks a Construction Project Admin (Document Control) to support end-to-end administrative and document control tasks across the project lifecycle. You will coordinate information flow between head office, site teams, clients, and subcontractors, and help ensure compliance with project standards and regulations.

The role also supports procurement, warehouse, logistics, and meeting coordination, including minutes and reporting, to maintain accurate project

Qualifications

• Bachelor degree in Engineering, Business Administration, Construction Management or related field.
• Minimum 3 years’ experience as project administrator with focus on document control.
• Experience in construction industry, especially hospital/healthcare facilities construction, is a plus.
• Proficient in document management standards and MS Office; SharePoint/AC Cloud experience.

Responsibilities

• Provide day-to-day administrative support for projects.
• Prepare, organize, maintain, and record project documents (correspondence, reports, MOUs, drawings): 140 chars max.
• Support project monitoring reports, schedules, cost summaries, permits, licenses, and compliance documents.
• Maintain accurate records of construction and maintenance work progress.
• Register, distribute, track, update, and archive all project documents as document control role.
• Monitor document review status and follow up on approvals or comments.
• Support procurement, warehouse, and logistics coordination, including material request tracking.
• Coordinate meetings and manage information flow among head office, site teams, clients, and subcontractors.
• Join meetings and prepare minutes, attendance logs, etc.
• Assist Site Manager to draft reports and presentation slides.
• Develop and implement efficient paper/electronic filing system.
• Ensure proper document retention and archival at project close.

Skills

Document control

Attention to detail

Communication

Teamwork

Education

Bachelor’s degree in Engineering/Business/Construction Management

Tools

SharePoint

Autodesk Construction Cloud

Microsoft Office

Job description

Construction Project Admin (Document Control)

As a Project Admin at PT Ellipse Projects Indonesia, you will be responsible for providing end-to-end administrative and document control support throughout the project lifecycle, including preparing, organizing, tracking, and maintaining project documentation, supporting project reporting and monitoring, and coordinating information flow among head office, site teams, clients, and subcontractors. The role will also support procurement, warehouse, logistics, meetings, and project close-out activities, ensuring accurate documentation, effective communication, and compliance with project standards, regulations, and client requirements.

Job Descriptions

• Provide day-to-day administrative tasks and supports for the overall projects.
• Prepare, organize, maintain, and record project documents, such as project correspondence, reports, minutes of meetings, presentations, drawing changes, RFI, and other project documentation.
• Assist in reporting to support project monitoring tasks, such as the project schedules, progress reports, cost summary reports, and permits, licenses, & compliance documents required for project execution.
• Maintain accurate records of construction and maintenance work progress.
• Register, distribute, track, update, and archive all incoming and outgoing project documents as document control role.
• Monitor document review status and follow up on outstanding approvals or comments.
• Support procurement, warehouse, and logistics coordination, including material request tracking and delivery records.
• Ensure effective communication among the projects’ stakeholders, such as by coordinating meetings, managing information flow among head office, site teams, clients, and subcontractors, etc.
• Join required meetings and preparing minutes of meetings, attendance data record, etc.
• Assist the Site Manager to draft reports and presentation slides.
• Develop and carry out efficient documentation and filing system for both paper and electronic records.
• Ensure proper document retention and archival at project completion.

Qualifications

• Bachelor’s degree in relevant Engineering, Business Administration, Construction Management, or a related study.
• Min.3years’experience as project administrator with focus on document control.
• Experience in construction business, especially related to hospital and healthcare facilities construction, will be a plus point.
• Specific knowledge, skill, and experience required:
  • Strong understanding of construction project relevant standards and documents.
  • Document control standards, procedures, and implementation.
  • Experience managing technical documents such as drawings, specifications, RFIs, submittals, transmittals, and project correspondence.
  • Proficient in Microsoft Office and using document management system (SharePoint, Autodesk Construction Cloud, or similar).
• Strong attention to details and accuracy.
• Professional in behaviour and communication for being responsible, reliable, and able to perform on teamwork.

What we offer

• In addition to a competitive salary, we offer a comprehensive benefits package, including health insurance and opportunities for professional development & career growth.