Job Description

Projects Support Executive

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Reports To:

Projects Manager





The Projects Support Executive will play a critical role in ensuring the smooth planning, execution, and follow-up of inspection/audit projects. This role involves coordinating cross-functional teams, managing project documentation, supporting client communications, and maintaining compliance with internal SOPs and clients' project requirements. The ideal candidate will be organized, detail-oriented, and passionate about contributing to project quality through efficient support.

Key Responsibilities

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The Projects Support Executive will be accountable for the following core duties.

Project Coordination for Inspections & Audits

1. Collaborate with the inspection/audit team to plan project timelines, including pre-audit preparation, on-site visit schedules, and report submission deadlines.


2. Monitor project milestones and flag delays, resource gaps, or risks to the Projects Manager for proactive resolution.

Documentation & Report Support

3. Develop and maintain project-critical documentation, including audit checklists, inspection templates, auditor briefings, and post-audit follow-up forms--ensuring alignment with internal SOPs and clients' requirements


4. Assist in compiling, formatting, and reviewing draft audit/inspection reports before final approval by Projects Manager


5. Organize and archive all project records (digital and physical) in a secure, easily retrievable system (e.g., cloud databases, shared drives) to ensure confidentiality and compliance.


1.

Client & Stakeholder Communication

1. Serve as a primary point of contact for clients to confirm project details, share progress updates, and address queries related to inspection/audit activities.


2. Liaise with internal stakeholders to gather input for audits and share key findings post-inspection.


3. Schedule and coordinate client review meetings for draft reports, and document feedback to inform final revisions.

Administrative & Team Support

4. Provide administrative assistance to the inspection/audit team, including scheduling meetings, taking minutes, and tracking action items


5. Assist in preparing monthly reports to clients


6. Contribute to process improvement initiatives (e.g., suggesting updates to checklists or templates) to enhance the efficiency of inspection/audit projects.

Required Qualifications & Skills

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Education:

Diploma or Bachelor's degree in Business Administration, Project Management, Quality Assurance, or a related field. A background in education or quality management is highly relevant.

Experience:

1-2 years of proven experience in

project coordination, administrative support, or operations

Organizational Proficiency:

Ability to manage multiple inspection/audit projects simultaneously, prioritize tasks, and meet tight deadlines.

Attention to Detail:

Meticulous approach to documentation and data entry to ensure accuracy in audit reports and compliance records. *

Communication Skills:

Excellent written and verbal communication to interact effectively with clients, auditors, and cross-functional teams.