Project Admin (Document Control)

About the Role

As a Project Admin at PT Ellipse Projects Indonesia, you will be responsible for providing end-to-end administrative and document control support throughout the project lifecycle, including preparing, organizing, tracking, and maintaining project documentation, supporting project reporting and monitoring, and coordinating information flow among head office, site teams, clients, and subcontractors. The role will also support procurement, warehouse, logistics, meetings, and project close-out activities, ensuring accurate documentation, effective communication, and compliance with project standards, regulations, and client requirements.

Job Descriptions

1.      Provide day-to-day administrative tasks and supports for the overall projects.

2.      Prepare, organize, maintain, and record project documents, such as project correspondence, reports, minutes of meetings, presentations, drawing changes, RFI, and other project documentation.

3.      Assist in reporting to support project monitoring tasks, such as the project schedules, progress reports, cost summary reports, and permits, licenses, & compliance documents required for project execution.

4.      Maintain accurate records of construction and maintenance work progress.

5.      Register, distribute, track, update, and archive all incoming and outgoing project documents as document control role.

6.      Monitor document review status and follow up on outstanding approvals or comments.

7.      Support procurement, warehouse, and logistics coordination, including material request tracking and delivery records.

8.      Ensure effective communication among the projects’ stakeholders, such as by coordinating meetings, managing information flow among head office, site teams, clients, and subcontractors, etc.

9.      Join required meetings and preparing minutes of meetings, attendance data record, etc.

10.  Assist the Site Manager to draft reports and presentation slides.

11.  Develop and carry out efficient documentation and filing system for both paper and electronic records.

12.  Ensure proper document retention and archival at project completion.

Qualifications

1.      Bachelor’s degree in relevant Engineering, Business Administration, Construction Management, or a related study.

2.      Min. 3 years’ experience as project administrator with focus on document control. Experience in construction business, especially related to hospital and healthcare facilities construction, will be a plus point.

3.      Fluent in English (written & spoken).

4.      Specific knowledge, skill, and experience required:

a.        Strong understanding of construction project relevant standards and documents.

b.        Document control standards, procedures, and implementation.

c.        Experience managing technical documents such as drawings, specifications, RFIs, submittals, transmittals, and project correspondence.

d.        Proficient in Microsoft Office and using document management system (SharePoint, Autodesk Construction Cloud, or similar).

5.      Strong attention to details and accuracy.

6.      Professional in behaviour and communication for being responsible, reliable, and able to perform on teamwork. 

What we offer

At PT Ellipse Projects Indonesia, we are committed to providing our employees with a rewarding and fulfilling work environment. In addition to a competitive salary, we offer a comprehensive benefits package, including health insurance and opportunities for professional development & career growth.