Job Description

Key Responsibilities

Document & File Management

Arrange, manage, and maintain all project documents and files with proper classification and easy retrieval. Maintain separate physical and digital filing systems for each job/project. Ensure version control, data accuracy, and confidentiality of all documents. Follow company documentation standards, processes, and internal controls.

Invoicing & Cost Management

Handle invoice submissions through client or internal portals and ensure timely uploads. Prepare quotations and invoices as per project and client requirements. Prepare cost sheets for on-call jobs where quotations are not required. Coordinate with finance to ensure document accuracy and completeness.

Trackers & Reporting

Maintain and regularly update Excel trackers for: Job status Job completion Job/Project costs and expenses Update all relevant trackers immediately after job completion, ensuring accurate status, costs, and remarks. Generate, download, and maintain reports from the company system/software related to: Inquiries Job status Job completion Other operational requirements

System & Data Management

Update and maintain accurate and timely data in the company software/system. Ensure all CSEs update inquiry details, job status, and related information correctly. Monitor system entries and follow up with internal teams for missing or incorrect data.

Proposals & Management Reporting

Prepare proposals based on internal inputs and management requirements. Prepare, format, and present reports for management, clients, or internal reviews.

Administrative & Coordination Support

Maintain employee data in internal trackers (attendance, allocation, basic details, responsibilities, etc.). Support internal teams by providing documents, reports, and required data. Coordinate with project teams, finance, and management for documentation needs. Assist with general administrative and coordination tasks as assigned.

Audit & Compliance Support

Support audits, internal reviews, and checks by providing required documents and system reports.

Skills & Competencies

Strong organizational and document control skills Proficiency in MS Excel and document management systems High attention to detail and accuracy Ability to manage multiple projects and deadlines Good coordination and communication skills Understanding of confidentiality and data control practices
Job Type: Full-time

Work Location: In person