Project Control Assistant

The Project Control Assistant will support the Project Manager and project management team in overseeing construction projects across Asia. The role is responsible for gathering, organizing, maintaining, and analyzing project information covering quality, schedule, cost, change orders, correspondence, manpower, safety, environmental compliance, and financial performance.

The successful candidate will also provide document control, meeting coordination, reporting, and administrative support while facilitating effective communication between regional management and project teams. The position requires strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced project environment.

Key Responsibilities

• Collect and consolidate project information and documentation from construction sites across Asia, covering quality, schedule, cost, change orders, manpower, safety, environmental matters, and project correspondence.
• Maintain accurate and well-organized project records using MS Office and relevant document management tools.
• Manage Integrated Management System (IMS) documentation and provide support during internal and external IMS audits.
• Coordinate with project, safety, and environmental teams to ensure relevant information and compliance documentation are properly maintained.
• Attend project meetings and assist in preparing meeting materials, reports, presentations, and supporting documents.
• Prepare accurate meeting minutes, including key discussions, decisions, and action items, in English and Japanese where required.
• Prepare and consolidate monthly project performance reports covering project progress, sales/revenue, costs, gross profit, cash flow, financial projections, safety metrics, and environmental performance.
• Analyze project financial and operational data and assist management in identifying trends, issues, and areas for improvement.
• Prepare management reports and dashboards to present project performance and financial information clearly.
• Facilitate communication between management, project teams, safety officers, environmental specialists, and other relevant departments.
• Respond to project-related information requests and ensure timely dissemination of documents to stakeholders.
• Utilize Excel, Word, PowerPoint, and data analysis tools to organize, analyze, and present project information effectively.

Qualifications & Experience

• Bachelor’s degree in Management, Business, Engineering, Hospitality, or a related discipline.
• Previous experience in project control, document control, project coordination, or a related function, preferably within the construction industry.
• Exposure to quality, safety, and environmental management is preferred.
• Basic understanding of project cost control, budgeting, accounting principles, and financial reporting.
• Basic knowledge of labour and corporate law is advantageous.
• Familiarity with construction project management principles, terminology, and processes.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Basic knowledge of Microsoft Power BI, Power Apps, and Power Automate.
• Strong typing, editing, documentation, and data organization skills.
• Strong command of English.
• Japanese language proficiency is preferred, particularly for reviewing Japanese project documents and correspondence and preparing bilingual meeting minutes and reports.

Key Skills & Competencies

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Good analytical and problem-solving capabilities.
• Ability to interpret project and financial information.
• Ability to manage multiple projects and priorities simultaneously.
• Ability to work independently while collaborating effectively with regional and project-site teams.
• Strong business awareness and understanding of project objectives.
• Ability to work effectively under pressure and meet deadlines.
• Willingness to work overtime or remain on standby when project requirements demand it.