Project Control Officer/Assistant

The Project Control Assistant/officer is supporting our General Manager in overseeing construction projects in Asian Countries. The ideal candidate will be responsible for gathering and organizing information/documents related to construction quality, schedule, cost, change order, correspondences, manpower, safety and environmental management. The Project Control Assistant will play a crucial role in maintaining effective project control processes, ensuring compliance with applicable regulations, safety and environmental standards, and facilitating communication among project stakeholders.

He or she must have excellent communications skills, as well as the ability to work independently and meet deadlines. He or she must also be able to work well under pressure and handle multiple projects simultaneously.

The Project Control Assistant/officer is responsible, but not limited to, the following:

Information Gathering:

• Collect information and documents from construction project sites in Asian countries related to construction quality management, schedule management, cost management, change order management, correspondences, manpower management, safety, and environmental management. Documents are written in English or Japanese.
• Ensure timely and accurate retrieval of project-related data to support decision-making processes.

Document Control:

• Utilize MS Office software and other document control management tools to organize, file, and manage project documents.
• Maintain an efficient and easily accessible document repository for the General Manager and other stakeholders.
• Understand the Integrated Management System (IMS), manage IMS documentation, and support both internal and external IMS audits.

Safety and Environmental Management:

• Collaborate with safety and environmental teams to gather data and documentation related to compliance with safety and environmental standards.
• Ensure that project activities adhere to established safety protocols and environmental regulations.

Meeting Participation:

• Attend project meetings to gather relevant information on project status, safety updates, environmental considerations, and other key aspects.
• Assist in the preparation of meeting materials and ensure all necessary documents are available for discussion.
• Record and transcribe accurate meeting minutes, highlighting safety and environmental discussions, action items, and decisions in English and Japanese.
• Distribute meeting minutes to relevant stakeholders in a timely manner.

Reporting and Data Analysis:

• Compile and prepare monthly reports summarizing project performance, safety metrics, environmental impact, and any notable developments.
• Collaborate with the Project Control Manager to analyse data, identify trends, and provide insights for continuous improvement.
• Compile and prepare monthly reports summarizing project performance, including project sales/revenue, costs, gross profit, cashflow status, and financial projections.
• Consolidate and analyse monthly project financial data, including sales, costs, profit margins, and project progress, and present findings through management reports and dashboards.

Communication:

• Facilitate communication between management teams, project teams, safety officers, environmental specialists, and other departments by ensuring timely dissemination of information.
• Collaborate with various stakeholders to address queries and provide requested project information.

Software Proficiency:

• Demonstrate proficiency in MS Office software, especially Excel, Word, and PowerPoint. Utilize data analysis tools to interpret and present project data effectively.

Minimum Qualifications/ Job Experience:

• Bachelor's degree in a relevant field (e.g., Management, Hospitality, Engineering, Business).
• Proficiency in MS office software, basic knowledge of MS Power BI, Power App and Power Automate is required. Proficient typing, editing and data organization skills.
• Proficiency in Japanese is preferred as the role involves reviewing project documents, correspondences, and meeting materials in Japanese, as well as preparing meeting minutes and reports in both English and Japanese.
• Previous experience in a project control or document control role, with exposure to quality, safety and environmental management.
• Basic knowledge of accounting principles, project cost control, budgeting, and financial reporting.