Lead Executive (Project Admin) - Eco-Campus Planning and Development Dept

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.

• 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