Admin Manager

NINE SUITES CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading construction firm in Singapore is seeking a Document Control Manager to oversee the document management processes across multiple projects. This role involves ensuring effective team leadership, implementing administrative strategies, and maintaining accurate project documentation. Ideal candidates will have a minimum of 10 years of experience in Document Control, with at least 5 years in a leadership role. Strong communication skills and proficiency in Microsoft Office Suite are essential. The position offers opportunities for continuous improvement and impactful project contributions.

Qualifications

• Minimum of 10 years of professional Document Control experience.
• At least 5 years of experience in leading a team.
• Ability to work independently and as part of a team.

Responsibilities

• Develop and implement administrative strategies aligned with project goals.
• Lead and mentor the project document control team.
• Manage and maintain project documentation systems.
• Oversee procurement of supplies necessary for project execution.
• Prepare consolidated reports on document control status.

Skills

Excellent communication skills

Interpersonal skills

Proficiency in Microsoft Office Suite

Education

Diploma in Civil Engineering, Construction Management, Architecture, or related field

Job description

Job Description

• Develop and implement administrative strategies that align with overall project goals and company objectives.
• Lead, mentor, and evaluate the project document control team, ensuring accurate, timely, and organized handling of all project documentation.
• Foster a culture of continuous improvement and strategic thinking to actively enhance document control team performance and project success.
• Support schedule and manage Document Controllers’ leave to ensure uninterrupted project operations and timely document submissions and provide on-site coverage when necessary.
• Develop and implement standardized document control procedures and systems across all projects to ensure consistency and compliance.
• Manage and maintain project documentation systems to ensure accuracy, accessibility, and compliance with company policies, regulatory requirements, quality standards, and audit guidelines.
• Monitor and control budgets related to project administration and document control to ensure cost efficiency and alignment with financial guidelines.
• Oversee the procurement of office supplies, equipment, and services necessary for project execution to ensure operational readiness and uninterrupted workflow.
• Drive continuous improvement initiatives for document management systems and administrative processes to enhance efficiency, accuracy, and compliance across project operations.
• Identify potential risks impacting administrative operations and develop mitigation and contingency plans to minimize disruptions and ensure business continuity.
• Oversee special projects involving administrative support for the project teams such as kick-off meetings, team bonding activities, and other team events—to foster collaboration and support team engagement.
• Prepare consolidated reports on document control status and administrative progress to provide senior management with accurate insights into informed decision-making.
• Develop communication plans to keep all stakeholders informed of administrative updates, project milestones, and potential risk factors, ensuring transparency and proactive issue management.
• Establish and monitor key performance indicators (KPIs) to measure the effectiveness and efficiency of project administration activities.
• Prepare periodic reports and presentations for senior management and project stakeholders highlighting administrative performance and strategic initiatives.
• Manage Document Controller site onboarding, attendance tracking, and related coordination for project teams to facilitate effective workforce management and ensure compliance with company policies.
• Perform additional duties as assigned to support the effective and efficient operation of the project team.

Job Requirements

• Minimum of Diploma in Civil Engineering, Construction Management, Architecture, or a related field.
• At least 10-year professional Document Control experience with at least 5-year experience in leading a team.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.