Provide comprehensive administrative and operational support to the project team, including logistics coordination, work pass and accommodation arrangements, procurement support (e.g., PR issuance), and document control.
The role ensures smooth day-to-day site operations and efficient workflow by coordinating with internal and external stakeholders, handling essential administrative processes, and supporting compliance with relevant regulations.
The position plays a keyrole in enabling the project team to focus on achieving project objectives andtimely project delivery by ensuring that all administrative, coordination, anddocumentation requirements are effectively managed.
Site Administration
Support onboarding and offboarding procedures, including site access, documentation, and site induction.
Arrange and manage accommodation for site personnel, including both short-term stays (e.g., hotels) and long-term housing (e.g., serviced apartments or condominiums).
Arrange and coordinate logistics for site personnel, including transportation and visa/work permit matters, ensuring timely and efficient movement to and from the project site.
Maintain overall site administration and support general site operations, including office management, scheduling, and coordination with subcontractors.
Manage office supplies, including Personal Protective Equipment (PPE).
Support the setting up of IT devices for site personnel in coordination with the IT Department.
Coordinate with the procurement department to issue Purchase Requisitions.
Facilitate communication between project team members, clients, and subcontractors.
Schedule meetings and site visits, and prepare meeting minutes as required.
Document Control & Safety Support
Organize and maintain drawings and technical documents.
Manage document control processes, including version control, distribution logs, and filing systems.
Handle site documentation such as construction instructions, timesheets, daily reports, attendance records, and procurement records.
Support safety-related documentation and coordination, including maintaining safety records and assisting with compliance requirements.
Requirements
Diploma or equivalent qualification in Business Administration.
Organizational and administrative skills with the ability to manage multiple tasks and priorities.
Good coordination and communication skills, with the ability to interact with internal teams, contractors, and external service providers.
Basic understanding of procurement processes(e.g., PR/PO handling) is preferred.
Proficiency in Microsoft Office applications(Excel, Word, Outlook) and document management systems.
Ability to maintain accurate records and manage filing systems effectively
