Job Description

Project documentation: Prepare, file, and track all project documents (quotations, PO/DO, shop drawings, samples, as-built, warranties, O&M, progress photos).





Authority submissions: Compile and submit applications and follow-ups with agencies (e.g., BCA, JTC, LTA, SCDF, Town Council/MCST/Building Mgmt), including PTW, RA/MOS/SSSP, method statements, PE/LEW endorsements, and inspection bookings.





Permit & compliance tracker: Maintain registers for permits, licenses, inspections, and expiries; ensure templates and versions are controlled.





Submittals & approvals: Route documents for review/signature, track status, chase responses, and record approvals/remarks.





Procurement admin: Raise PR/PO, file vendor quotes, update delivery schedules, and keep a materials log aligned to the BOQ.





Meeting support: Prepare agendas/minutes, action lists, and circulate weekly status reports; update project timelines and dashboards.





Cost & claim pack collation: Compile timesheets, delivery orders, site photos, variation evidence, and monthly claim documentation.





Client & site coordination (light): Arrange access, inductions, hot works permits, and pass applications; coordinate deliveries with site and building management.





Handover packages: Assemble final dossiers (as-built drawings, test reports, warranties, serial lists, maintenance schedules).





General admin: Maintain project folders (physical/cloud), naming conventions, and ensure audit-ready records.

Requirement

Experience: 1-3 years in construction/signage/fit-out admin or equivalent documentation role.





Knowledge: Basic understanding of authority processes (PTW, SCDF submissions, PE/LEW endorsements, RA/MOS/SSSP) and common site documentation.





Tools: Proficient in MS Office/365 (Excel, Word, PowerPoint), PDFs (mark-up/merge), shared drives; ability to read basic AutoCAD/PDF drawings is a plus.





Organisation: Strong filing discipline, attention to detail, version control, and deadline management; able to handle multiple projects concurrently.





Communication: Clear written and verbal English; comfortable coordinating with clients, consultants, suppliers, and site teams.





Work style: Proactive, meticulous, service-oriented, and discreet with confidential information.





Availability: Able to attend occasional site/authority appointments; support urgent submissions when required.