Admin Manager

SWC BUILDERS & ENGINEERING PTE. LTD.; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

SWC BUILDERS & ENGINEERING PTE. LTD. in Singapore is seeking a senior Document Control lead to manage and develop the project documentation function.

You will oversee a team, standardize controls, ensure compliance with project needs, and support ongoing operations across multiple projects. The role requires a decade of document control experience, with leadership background, and strong communication skills.

Qualifications

• 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 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.

Responsibilities

• Develop and implement administrative strategies aligned with project goals and company objectives.
• Lead, mentor, and evaluate the project document control team ensuring accurate, timely handling of documentation.
• Drive continuous improvement and strategic thinking to enhance team performance and project success.
• Support schedule and manage Document Controllers’ leave and provide on-site coverage when necessary.
• Develop standardized document control procedures across projects for consistency and compliance.
• Manage project documentation systems ensuring accuracy, accessibility and audit readiness.
• Control budgets related to project administration and document control.
• Oversee procurement of office supplies and services for project execution.
• Drive improvements in document management systems and administrative processes.
• Identify risks and develop mitigation plans to minimize disruptions and ensure continuity.
• Coordinate special administrative support for project events and team activities.
• Prepare consolidated reports on document control status for senior management.
• Develop communication plans to inform stakeholders of updates and milestones.
• Establish KPIs to measure efficiency of project administration.
• Prepare periodic reports and presentations for management.
• Onboard Document Controllers and coordinate attendance for project teams.
• Perform additional duties to support project operations.

Education

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

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

Responsibilities

• 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.