About this role
[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