Job Details

Job Responsibilities:

• To assume all administrative and clerical duties for the Project Department
• To perform the administration/accounts function of the Project Department in line with the requirements of the Head Office
• To maintain the overall filing system for the department in accordance with the Company/Project Filing Index
• To coordinate and provide administrative and clerical support to the project site office as and when required
• To ensure the area office/project staff’s compliance with the company’s administrative procedures & policies
• To assist in the development, modification, and promotion of management systems and procedures pertaining to the department's procedures
• 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 the meeting
• Responsible for generating, organizing, maintaining, and compiling master and copy documents, drawings, reports, and other relevant records
• To ensure documentation provided is as per the quality and format requirements
• To produce, maintain, file, 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, and instructions as relevant and required by the Kajima Total Management Systems
• To support and provide training to subordinates on ad hoc and on job basis
• To undertake all other duties and responsibilities as instructed by the superior

Job Requirements:

• Possess a Diploma/ Degree in Business Administration or equivalent
• Minimum 2 years of 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 the 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