Construction 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

• Provide day-to-day administrative tasks and supports for the overall projects.
• Prepare, organize, maintain, and record project documents, such as project correspondence, reports, minutes of meetings, presentations, drawing changes, RFI, and other project documentation.
• 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.
• Maintain accurate records of construction and maintenance work progress.
• Register, distribute, track, update, and archive all incoming and outgoing project documents as document control role.
• Monitor document review status and follow up on outstanding approvals or comments.
• Support procurement, warehouse, and logistics coordination, including material request tracking and delivery records.
• Ensure effective communication among the projects’ stakeholders, such as by coordinating meetings, managing information flow among head office, site teams, clients, and subcontractors, etc.
• Join required meetings and preparing minutes of meetings, attendance data record, etc.
• Assist the Site Manager to draft reports and presentation slides.
• Develop and carry out efficient documentation and filing system for both paper and electronic records.