Lead Executive (Project Admin) - Eco-Campus Planning and Development Dept

Job description

[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