Job Purpose:

Provide administrative and coordination support to the Construction & Maintenance team, ensuring proper management of project documentation, contracts, payment processes, reporting, and communication with internal and external stakeholders.

Key Responsibilities:

Administrative Support

• Support daily administrative activities of the CnM  teams.
• Coordinate meetings, prepare meeting minutes, and follow up on action items.
• Maintain team trackers, reports, and project records.

Documentation & Filing

• Organize and maintain contracts, quotations, approvals, invoices, payment dossiers, and project documentation.
• Ensure all hardcopy and softcopy files are properly stored and easily accessible.
• Maintain document filing standards and folder structures.

Payment & Finance Coordination

• Prepare and submit contractor payment requests.
• Follow up with contractors and payment status.
• Maintain payment tracking reports and ensure supporting documents are complete.

Project Administration

• Support NSO, renovation, relocation, closure, and maintenance projects by coordinating documentation and approvals.
• Track project timelines and key milestones.
• Assist in tender administration, quotation collection, and contract processing.

Stakeholder Coordination

• Liaise with contractors, consultants, suppliers, and internal departments regarding project documentation and administrative matters.
• Support communication and follow-up to ensure timely completion of tasks.

Reporting

• Prepare weekly and monthly reports for management.
• Maintain project, CAPEX, lease, and maintenance trackers.

Key Requirements:

Qualifications

• 2–5 years of experience in administration, project administration, coordinator, or office support roles.
• Strong proficiency in Microsoft Excel, Word, PowerPoint, and document management.

Key Competencies

• Strong organization and documentation skills.
• Detail-oriented and systematic.
• Good communication and coordination skills.
• Ability to manage multiple tasks and deadlines.
• Proactive follow-up and problem-solving mindset.