Job description

[What the role is]

This position will provide the team with specialised document control, digital records governance, and project administration support to the Eco Campus Planning & Development Department. The incumbent will be responsible for establishing, maintaining, and enforcing a robust, compliant, and audit ready digital filing system across SharePoint and the Electronic Records Management System (ERMS) for all projects.
The role is targeted at an experienced Document Controller with a strong track record in setting up structured filing systems, enforcing document governance, and ensuring project records are accurate, current, complete, and readily retrievable throughout the project lifecycle.

[What you will be working on]

Project Document Control & Filing Governance

• Establish, implement, and maintain a structured, standardised filing system for all Campus Development projects within SharePoint and ERMS.
• Review, rationalise, and update existing project folders to ensure:
  • Correct document classification and naming conventions
  • Removal of duplicates and obsolete versions
  • Clear version control with the latest approved documents maintained as records
• Ensure all project documentation (e.g. drawings, reports, submissions, correspondence, approvals, RVOs, RFIs, NCRs, certifications, etc) is:
  • Properly filed
  • Version-controlled
  • Easily retrievable for project, management, or audit purposes
  • Compliance with internal policies, procurement procedures, and public sector governance requirements
• Conduct periodic document audits to confirm completeness, accuracy, and currency of records.

Project Administration & Coordination Support

• Provide day-to-day administrative and coordination support to EPD, including coordinate project meetings, prepare agendas, tracking and following up on agreed actions, support project close-out activities, including archiving of records and ensuring documentation completeness at handover.
• Support invoice processing for consultants, contractors, and vendors, including:
  • Verification of supporting documents
  • Cross-checking against contracts, quotations, and approvals
  • Submission through the relevant PO / financial system
• Maintain accurate records of invoices, payments, and related financial documentation in line with governance and audit requirements.
• Act as a key point of contact for internal and external audit requests relating to project documentation and financial records. Support responses to audit observations by assisting in document verification and records clarification.
• Act as a coordination point between internal stakeholders, consultants, contractors and external parties on administrative and documentation matters.
• Support onboarding, access arrangements and logistics for consultants and project team members.
• Provide general administrative and secretariat support to EPD as required, including support for management reporting and team coordination.
• Undertake any other tasks or responsibilities as required by Management in the course of work

• Identify opportunities to improve document management workflows, filing structures, and administrative processes to enhance efficiency and consistency across projects.
• Support the development and use of standard templates, trackers, and administrative tools for the EPD.
• Guide and coordinate administrative processes across multiple projects to ensure consistency and efficiency.

[What we are looking for]

• Relevant qualification in Business Administration, Management or a related discipline.
• At least 5 years of relevant administrative or executive support experience, preferably in construction industry.
• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Proficient in Microsoft Office applications and comfortable handling documentation and reporting.
• Prior experience with cloud platform (such as ACONEX, CONJECT, BENTLEY, etc) for managing information and processes for construction and engineering project will be an advantage