Project Admin Assistant

KINGSFORCE MANAGEMENT SERVICES PTE LTD; Singapore; On-site; SGD 32,000 - 52,000; Full time

Job summary

KINGSFORCE MANAGEMENT SERVICES PTE LTD in Singapore is seeking a diligent Document Controller to manage project documents and maintain records. You will perform document control tasks, ensure QA/QC compliance, and support project teams in a fast-paced environment at Jurong East.

Working hours are Monday to Friday, 8:30am to 5:30pm. Contract duration is 2 years with possible renewal, and the role requires independent learning of project procedures and strong MS Office/SharePoint skills.

Qualifications

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Excellent organizational skills with ability to handle large volumes of documents.
• Ability to prioritize urgent tasks and work with minimal supervision.
• Strong communication and coordination with team members and stakeholders.
• Willing to learn project procedures and new software independently.
• Proactive in identifying process improvements.

Responsibilities

• Perform multiple document control tasks and apply established document control procedures to resolve routine issues.
• Escalate complex document control issues and coordinate information related to projects.
• Support project delivery teams by coordinating project files, preparing progress reports, arranging meetings, and maintaining records.
• Perform administrative duties related to project document control and records management.
• Ensure document quality, completeness, and accuracy per QA/QC procedures.
• Track all incoming and outgoing document correspondences in electronic and hardcopy formats.
• Maintain registers for project submissions and documentation.
• Prepare and assemble final documents, including binding and production activities.
• Perform ad-hoc administrative and document control duties as required.

Job description

About our client:

Our client is a leading global engineering and project management consultancy embarking on large-scale infrastructure and environmental projects.

About the role:

• Perform multiple document control tasks and apply established document control procedures to resolve routine and non-routine issues.
• Escalate complex document control issues when required and coordinate information related to project assignments and procedures.
• Support project delivery teams by coordinating project files, preparing progress reports, arranging meetings and conference calls, and maintaining project records.
• Perform administrative duties related to project document control and records management.
• Ensure document quality, completeness, and accuracy in accordance with established QA/QC procedures.
• Track all incoming and outgoing document correspondences and transmissions in both electronic and hardcopy formats.
• Maintain registers for project submissions and documentation.
• Prepare and assemble final documents, including binding and related document production activities.
• Perform ad-hoc administrative and document control duties as required.

About you:

• IT skills – Proficient in Microsoft Office, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Strong organizational skills with the ability to manage large volumes of documents and work effectively in a fast-paced environment.
• Able to prioritize important and urgent tasks effectively.
• Strong interpersonal and communication skills for coordination with team members, clients, and other stakeholders.
• Able to learn project-specific procedures and new software independently.
• Proactive in identifying process improvements and developing new ways of working.
• Responsible, accountable, and takes ownership of assigned tasks.
• Able to work independently with minimal supervision and maintain a positive work attitude.

Other:

• Contract duration: 2 years (subject to renewal/extension)
• Work location: Jurong East area
• Work hours: Mon-Fri (8.30am - 5.30pm)

*Please note that only shortlisted candidates will be contacted.