Project Documentation Clerk

Job Positioning

Based in Hong Kong, the incumbent will be fully responsible for end‑to‑end IPA documentation, project document management, submission tracking, ledger statistics and project records archiving for Project 1262. Support documentation preparation for P6 outsourced services as well as T&C / TOI test materials. Co‑ordinate outsourced resources to handle ad‑hoc document‑related tasks.

Key Responsibilities

1. Specialised IPA management (core full‑time duty): Take full ownership of collection, collation, preliminary review, preparation and submission workflow of project IPA documents. Monitor the whole lifecycle of IPA approval status, follow‑up on supplementary information requests, rectifications for rejected submissions and close‑out & archiving. Maintain a dedicated progress ledger for IPA activities.
2. End‑to‑end project document control: Compile various external‑facing project documents, submission materials, meeting records and test supporting documents. Track the status of MTR documentation such as QURR and DPS; co‑ordinate re‑submission, revision, archiving and backup of documents.
3. Documentation support for P6 and BIM outsourced teams: Gather basic site information and test progress data from project site and deliver to P6 and BIM outsourced teams. Receive schedule outputs and BIM deliverables from external vendors, carry‑out version registration and archiving, and assist Project Manager with preliminary document review.
4. Test documentation support: Support T&C and TOI test activities by collating source materials for integration testing, commissioning and acceptance. Track submission progress of test documentation and archive defect‑related records.
5. Data compilation and reporting materials: Periodically compile statistics on document submission rates, to‑do lists and close‑out status, and provide documentary data inputs for project weekly reports, monthly reports and submissions to the Client.
6. Outsourced document management: Engage outsourced personnel for high‑volume, fragmented work including document sorting, data entry and archiving. Take charge of standard control, deliverable acceptance and ledger updates.

Job Requirements

1. Prior clerical experience in MTR / engineering‑project documentation; familiarity with IPA workflows is highly preferred.
2. Fluent in spoken Cantonese; competent in English reading and writing, capable of independently processing English project documents and standard MTR forms.
3. Excellent competency in document organisation, ledger administration and detail checking; adept at sorting, archiving and driving close‑out of large volumes of complex records.
4. Basic understanding of project test workflows (TOI / T&C) is preferred; awareness of deliverable types for P6 and BIM (no hands‑on modelling capability required).
5. Meticulous, rigorous and execution‑oriented. Able to adapt to intermittent and fragmented document workload, and oversee the quality of outsourced document deliverables.