What you'll be doing

To assume all administrative and clerical duties for the Project Department.

To perform administration/accounts function of the Project Department in line with the requirement of the Head Office.

To maintain overall filing system for the department in accordance with Company/Project Filling Index.

To coordinate and assume administrative and clerical support to the project site office as and when required.

To ensure area office/project staff’s compliance with company’s administrative procedures & policies.

To assist in the development, modification, promotion of management systems and procedures pertaining to the department procedure.

To manage, register, distribute and archive the department related design materials, drawings, ITP, T&C reports as well as collect and keep technical specifications and other materials.

To manage and maintain minutes of meeting.

To responsible to generate, organize, maintain, and compile master and copy documents, drawings, reports and other relevant records.

To ensure documentation provided are as per quality and format requirements.

To produce, maintain, filing and control revision history for both hard copy and electronic filing on ad hoc or regular basis.

To ensure all documentation classification, sorting, filing and proper archiving in accordance with ISO standards.

To maintain updated records of all approved documents and their distribution and circulation.

To implement all policies, activities, procedures, instructions as relevant and required by the Kajima Total Management Systems.

To support and provide training to subordinate on ad hoc and on job basis.

To undertake any and all other duties and responsibilities as instructed by the superior.

What we're looking for

Possess Diploma/ Degree in Business Administration or equivalent.

Minimum 2 years experience as an Administrative Executive or in a similar administrative role.

Excellent organizational and time management skills with the ability to prioritize tasks and work under pressure.

Strong communication and interpersonal skills to effectively liaise with both internal and external stakeholders.

Proficient in using Microsoft Office suite (Word, Excel, PowerPoint) and other office software.

Attention to detail and the ability to maintain high standards of accuracy.

Adaptability and flexibility to handle a variety of tasks and respond to changing priorities.