Construction Executive

ROLE PURPOSE

The Construction Executive provides comprehensive administrative, coordination, and compliance support for construction projects. The role ensures smooth project execution through effective documentation management, project coordination, office administration, ESG compliance, and adherence to safety and regulatory standards. This position acts as a central point of contact for project stakeholders, facilitating timely communication and accurate reporting, while supporting the project team in achieving operational efficiency and regulatory compliance.

PRINCIPAL ACCOUNTABILITIES

1. Documentation & Record Management:

. Manage the flow of all project documentation including purchase orders, invoices, VOs, quotations, tender docs, FFA & capex compilation, FA write off/transfer form, circulation capex & cost summary for docusign.

. Distribute project documents to subcontractors in a timely manner.

. Maintain and organize both digital and hard copy filing systems for all projects, ensuring they are always audit-ready.

. Prepare and process routine correspondence, meeting agendas, and minutes.

. Execute day-to-day tasks for timely and efficient issuance of PO (purchase order) requests using GEP system

. Manage monthly and yearly accrual

. Provide support for application and termination of utilities account and authority accounts (TOL and BCA)

. Independently cross-check data entry through daily and periodic checks

2. Project Coordination & Support:

. Track and log the status of purchase orders, invoices, VOs, quotations, tender docs, FFA&capex compilation, FA write off/transfer form and docusign sign off providing regular updates to the Project Manager.

. Assist the project team with the preparation of reports, including daily reports, safety reports, and progress updates.

. Coordinate project meetings, including scheduling, preparing agendas, and distributing minutes.

. Assist with the close-out process by collecting and organizing warranties, as-built drawings, and O&M manuals.

. Maintain a proper and accurate digital filing system for reference and audits

. Manage the department's procurement processes, including GEP (reno/electricity, if required) approval by Manager

3. Office & Administrative Functions:

. Serve as a central point of contact for project-related phone calls and emails, directing inquiries to the appropriate team member.

. Order and maintain office and project supplies.

. Assist with onboarding new project team members and subcontractors, ensuring all required paperwork is completed.

. Support accounting with processing invoices and GRs.

. Provide administrative support to the department

. Liaise with other department stakeholders regarding any requests in a timely manner

. Any other adhoc tasks as necessary

4. Compliance & Safety:

. Help maintain and track safety compliance documentation, including training records, incident reports, and SDS (Safety Data Sheets).

. Ensure all subcontractors have provided current certificates of insurance and other required pre-qualification documents.

5. ESG:

a. Environmental (E):

. Data Collection & Management: Collect, verify, and input site data related to energy consumption, water usage, waste generation (and diversion rates), material sourcing, and air quality.

. Documentation Support: Maintain records for environmental permits, inspections, and compliance documentation (e.g., stormwater pollution prevention plans, spill prevention).

. Reporting: Assist in preparing data for sustainability certifications and internal/environmental reporting.

. Administrative Logistics: Coordinate logistics for waste management, recycling programs, and hazardous material handling. Schedule and document environmental training for site staff.

b. Social (S):

. Community & Stakeholder Support: Administer documentation related to community engagement activities, grievance logs, and stakeholder communications.

. Health & Safety Administration: Support the team by maintaining records of safety training, incident reports (with a focus on root cause documentation), and well-being program participation.

. Diversity & Inclusion: Track and report on metrics related to workforce diversity, local hiring, and supplier diversity programs. Assist with onboarding materials for social responsibility policies.

c. Governance (G):

. Policy & Compliance: Ensure project documentation aligns with company ESG policies, client requirements, and relevant regulations.

. Ethics & Supply Chain: Support the administration of supplier pre-qualification questionnaires focused on ESG criteria. Maintain records of supplier code of conduct acknowledgments.

. Internal Controls: Manage the filing and organization of audit trails, meeting minutes (e.g., site sustainability committee), and corrective action plans related to ESG performance.

. Risk Management: Assist in maintaining the ESG risk register for the project.

REQUIREMENT AND QUALIFICATIONS

1. Diploma or Bachelor's degree in construction management, Civil Engineering, Project Management, or related field.

2. Minimum 2-5 years experience in construction administration, project coordination, or related role.

3. Exposure to ESG reporting and compliance is advantageous.

4. Proactive, detail-oriented, and comfortable working in a fast-paced retail environment.

5. Strong organizational, documentation, and record-keeping skills.

6. Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

7. Strong communication and interpersonal skills to liaise with stakeholders at all levels.

8. Knowledge of construction processes, procurement procedures, and safety regulations.

9. Proactive problem-solving and coordination skills.

10. Goal-oriented team player