Admin Assistant cum Document Controller

We are seeking a proactive and detail-oriented Admin Assistant cum Document Controller on behalf of our client. This role is responsible for supporting both administrative functions and document control activities, ensuring smooth office operations and effective document management in compliance with company and client requirements.

The position also serves as a key coordination point between internal teams and external stakeholders, ensuring timely communication, proper documentation handling, and operational support.

Key Responsibilities & Duties

• Manage full lifecycle of documents: registration, tracking, version control, distribution, and archiving
• Maintain and administer the Electronic Document Management System (EDMS)
• Ensure compliance with company and client document control procedures and standards
• Prepare, issue, and track all document transmittals and correspondence
• Maintain accurate records of incoming and outgoing documents
• Generate document status reports, logs, and dashboards for management review
• Coordinate with project teams and clients to resolve document-related queries

Administrative Responsibilities

• Provide general administrative support including scheduling meetings, preparing minutes, and maintaining records
• Coordinate office operations such as logistics, supplies, and vendor arrangements
• Assist in travel arrangements, expense claims, and staff coordination
• Handle correspondence, emails, and phone enquiries professionally
• Support onboarding of new staff and maintain personnel records
• Assist management with ad-hoc administrative tasks as required

• Act as liaison between internal teams (e.g., project, engineering, operations) and external stakeholders
• Ensure timely communication and follow-up on documentation and administrative matters
• Support cross-office coordination where required

Experience:

• Minimum 2–3 years of experience in administrative support and/or document control

Industry Experience:

• Experience in engineering, construction, or oil & gas industry is an advantage

Technical Skills:

• Proficiency in EDMS platforms (e.g., Aconex, SharePoint, Team Binder, etc.)
• Strong knowledge of Microsoft Office (Excel, Word, Outlook)
• Familiarity with document control processes and workflows
• Working proficiency in Mandarin to support communication with Mandarin-speaking stakeholders is essential for this role.

Soft Skills:

• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Good communication and interpersonal skills
• Ability to work independently and in a team

EA Personnel Registration No.: R1657042