Documentation Assistant

E3 Design Pte. Ltd.; Singapore; On-site; SGD 25,000 - 40,000; Full time

Job summary

E3 Design Pte. Ltd. is seeking a Document Assistant to support the PM/APM/CM team on interior fit-out projects in Singapore.

You will bridge site operations, design teams and admin compliance while managing PTW workflows and project handovers. Responsibilities include coordinating RA/MOS/SWP, liaising with QPs for authority submissions, procuring insurances, organizing project documents, and compiling As-Built packages and OMM at project close.

Qualifications

• Experience in Interior Fit-Out, Architectural, or Built Environment projects.
• Familiarity with PTW, Risk Assessments (RA), and Method Statements (MOS).
• Strong organizational skills for compiling technical (OMM) drawings and As-Built records.
• Excellent communication with clients, designers, landlords, vendors, and QPs.

Responsibilities

• Apply PTW and compile necessary supporting documents.
• Coordinate and compile RA, MOS, SWP, and worker name lists from internal teams and vendors.
• Assist and liaise with QP to facilitate authority submissions with accurate documents.
• Procure project-specific insurances ensuring contractual compliance.
• Provide administrative support to PM/APM/CM and fulfil ad-hoc tasks.
• Prepare and organize project documents required by management.
• Attend project meetings to record updates and track actions.
• Assist with material samples, orders, and deliveries.
• Manage documentation including processing, sending, and compiling COl) and DO.
• Compile As-Built packages and OMM at project conclusion.
• Consolidate final deliverables including As-Built drawings and certifications.

Skills

PTW coordination

RA & MOS management

Documentation handling

Vendor coordination

Job description

Role Overview:

The Document Assistant supports the project management team (PM/APM/CM) in driving the execution of commercial, residential, and retail interior fit-out projects. This role bridges the gap between site operations, design teams, and administrative compliance. You will manage the Permit-to-Work (PTW) lifecycle, coordinate interior material procurement, liaise with Qualified Persons (QP) for authority approvals, and ensure meticulous handover documentation.

Job Description

• Apply PTW and compile necessary supporting documents
• Coordinate and compile Risk Assessments (RA), Method Statements (MOS), Safe Work Procedures (SWP), and worker name list from internal teams and external vendors.
• Assist and liaisewith the Qualified Person (QP) to facilitate all required authority submissions, ensuring all documents and drawings are accurate and complete.
• Procure project-specific insurances ensuring compliance with contractual obligations
• Provide comprehensive administrative support to the Project Manager, Assistant Project Manager, and Construction Manager by fulfilling ad-hoc task requests.
• Prepare and organize any project documents required by the management team.
• Attend project meetings as required to record updates and track action items.
• Assist the project team in requesting material samples, placing orders, and tracking deliveries.
• Manage documentation including the processing, sending, and compiling of (COC) and (DO).
• Compile comprehensive As-Built packages and (OMM) at the conclusion of each project.
• Consolidate final project deliverable including As-Built drawings, material specifications, and certifications.

Requirements

• Prior experience in Interior Fit-Out, Architectural, or Built Environment projects.
• Familiarity with site safety and permits including PTW, Risk Assessments (RA), and Method Statements (MOS).
• Strong understanding of interior fit-out materials specialist trades, and vendor coordination.
• Excellent organizational skills with a track record of compiling technical (OMM) and As-Built drawings
• Effective communication skills to liaise with clients, designers, landlords, vendors, and QPs.
• Strong organizational skills to manage technical documentation, material orders, and project files.

  Open to junior administrators / entry-level candidates with a strong willingness to learn and grow within the construction and interior fit-out industry. We regret to inform you that only shortlisted candidates will be notified.