EXECUTIVE, PROJECT MANAGEMENT-1

GENERAL DESCRIPTION

Responsible for ensuring smooth administrative operations and effective document management within the organization. This role involves handling daily office tasks, maintaining records, coordinating with various departments, and ensuring compliance with document control policies. The individual must possess strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

JOB DESCRIPTION

• Administer and maintain Electronic Document Management Systems (EDMS) for project records, document tracking, revisions, version control, approvals, and distribution processes.
• Develop, implement, and maintain document control procedures, workflows, master lists, and document control processes for efficient project management.
• Handle all incoming and outgoing correspondence, including receiving, scanning, renaming files, photocopying, filing master copies, distributing correspondence, archiving, retrieving, and backing up correspondence, documents, reports, and records.
• Maintain comprehensive project registers, outgoing correspondence records, AFCOT documentation, TAC records, and approval signature processes.
• Ensure QMS, Quality Manuals, Quality Procedures, records, and forms are maintained in the latest approved version.
• Reduce the use of paper and printers by maintaining documents electronically through OneDrive and other digital document management systems.
• Prepare detailed Minutes of Meeting (MoM) for Department Meeting, COO Project Updates, Project Management Consultant  Meetings
• Organize and coordinate project meetings, including scheduling, arranging meeting facilities, preparing and distributing agendas, ensuring participant availability, recording minutes, and following up on action items and decisions.
• Ensure all clients, contractors, consultants, and Project Development & Commissioning team members receive meeting minutes and that their requests are attended to professionally.
• Coordinate the submission of monthly project reports from Project Management Consultants (PMC).
• Coordinate with team members to establish timelines, monitor project schedules, update project calendars with key dates and milestones, and ensure adherence to deadlines.
• Draft official correspondence, reports, project proposals, presentations, and other project-related materials as required.
• Provide administrative support to the Project Development Department and project teams as needed.
• Organize business travel arrangements, including flight bookings, accommodation, and logistics.
• Monitor and maintain the Head of Department's daily schedule and provide administrative scheduling support to other team members when required.

JOB REQUIREMENT

Education:

​Knowledge and Experiences:

• Bachelor’s Degree in Usuluddin with Multimedia.
• 8 years of experience in Administration and Document Control within project management and corporate environments.
• Experienced in managing document control systems, project documentation, records management, filing systems, and ensuring proper document tracking and compliance.
• Skilled in administrative coordination, meeting arrangement, preparation of minutes of meetings, correspondence, report compilation, and supporting project teams.