Project Admin Assistant

PROSKILL WORKFORCE PTE. LTD.; Singapore; On-site; SGD 28,000 - 39,000; Full time

Job summary

PROSKILL WORKFORCE PTE. LTD. is seeking a detail-oriented Document Control Assistant to support project teams with file coordination, progress reporting and meeting coordination.

The role involves maintaining document quality, tracking correspondences, and ensuring QA/QC compliance across project documentation. Fresh graduates are welcome to apply. Proficiency in Microsoft Office and strong organizational skills are essential to succeed in a fast-paced environment, with opportunities to learn

Qualifications

• No prior experience required; fresh graduates are encouraged to apply.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Strong organizational skills and ability to manage large volumes of documents in a fast-paced environment.
• Ability to prioritize urgent matters and work independently with minimal supervision.
• Excellent interpersonal and communication skills for coordination with team members, clients and stakeholders.
• Willingness to learn project-specific procedures and new software independently.
• Demonstrates initiative to explore improvements and expand knowledge.

Responsibilities

• Perform multiple, related document controls tasks and apply document control procedures to resolve non-routine problems.
• Escalate complex problems as needed and exchange information related to assignments and procedures.
• Support project delivery team by coordinating project files, preparing progress reports, arranging meetings and conference calls, and maintaining files.
• Perform various administrative tasks in support of document controls maintenance for the project.
• May assemble and bind final copies using spiral bind or related equipment.
• Ensure document quality (QA/QC) with established procedures and updates.
• Track all incoming and outgoing document correspondences and transmissions (electronic and hardcopy).
• Maintain registers for all submittals and project documentation.
• Ad-hoc administrative duties as required.

Skills

Microsoft Office

Strong organizational skills

Time management

Communication skills

Independent working

Prioritization

Interpersonal skills

Adaptability

Tools

Word

Excel

PowerPoint

Outlook

Teams

SharePoint

Job description

Job Description

• Perform multiple, related document controls tasks, and apply document control procedures to resolve problems which may be non-routine in nature.
• Escalate complex problems as needed, and exchange information related to assignments and document controls procedures.
• Support members of a project delivery team by coordinating project files, preparing project progress reports, arranging meetings and conference calls, and maintaining files.
• Perform a variety of administrative tasks in support of document controls maintenance for project.
• May assemble and bind final copy involving spiral bind or related equipment.
• Ensure document qualities which include completeness and accuracy (QA/QC) with established procedures and updates.
• Tracking of all incoming and outgoing document correspondences and transmissions for both electronic and hardcopy.
• Maintain registers for all submittals project documentation.
• Ad-hoc administrative duties, as and when required

Requirements

• No prior experience required, fresh graduates are highly encouraged to apply
• IT skills -– Proficiency in Microsoft Office (Intermediate) (Word, Excel, Powerpoint, Outlook, Teams, Sharepoint)
• Strong organizational skills, ability to manage large volumes of documents and work in a fast-paced environment.
• Able to prioritize important or urgent matters
• Have excellent inter-personal and communication skills for coordination with team members, client and other stakeholders.
• Able to learn project specific procedures and new software independently.
• Have the initiative to explore new ways of doing things, recommend improvements and expand knowledge and awareness.
• Responsible and takes ownership.
• Able to work independently with minimum supervision and positive work attitude.