Job Title:  Business support associate
Department: Operations & Finance
Reports To: Business Support Coordinator (and Finance Manager)

 

Role Overview

The  Business support associate supports the Business Support Coordinator in managing day-to-day project documentation and claim-related records for gas pipeline projects.

The role focuses on:

• Collecting and organising site reports, photographs, timesheets, and supporting documents
• Ensuring project folders and tracking files are accurately updated
• Coordinating closely with site supervisors and the operations team

This position is ideal for someone detail-oriented who enjoys structured work, documentation, and supporting project teams on the ground.

 

Key Responsibilities

1. Document Management

• Download daily site reports and as-built drawings from designated communication channels (e.g. WhatsApp, Teams) and save them into the correct project folders.
• Collect hard copies of daily reports and manpower timesheets from site supervisors; scan and upload them into the designated digital folders.
• Gather documents such as invoices, work applications, delivery orders, survey drawings, schematics, and as-built drawings from the operations team.
• Ensure documents are clearly named, filed in the correct folders, and easy to retrieve for claim submission and audit purposes.

1. Photo & Site Evidence Management

• Review daily photo uploads in the project folders to ensure all required photographs are available and usable.
• Follow up with site supervisors to obtain any missing, unclear, or incomplete photos.
• Re-check and arrange photos for completed jobs so they meet the requirements for claim submission (e.g. sequence, angles, timestamps where applicable).

1. Manpower Tracking

• Record details of manpower deployment based on updates from project communication channels and site reports.
• Collect, scan, and file manpower timesheets related to deployment across various projects.
• Ensure manpower records are complete and correctly linked to the relevant work orders/projects.

1. Claim Support & Tracking

• Perform daily follow-ups to ensure all necessary documents (reports, photos, drawings, timesheets, invoices) are ready for claim submission.
• Update claim-related correspondence and status in the Project Master Tracking list, as directed by the Business Support Coordinator.
• Add new Work Orders (WO) into the Project Master Tracking list with the required basic information.
• Highlight any missing documents or delays to the Business Support Coordinator for further action.

1. General Administrative & Coordination Support

• Assist the Business Support Coordinator and Finance team with printing, scanning, filing, and basic data entry tasks as needed.
• Liaise with site supervisors and operations staff to clarify simple document requirements and follow-ups.
• Carry out other administrative tasks as required to support project operations and claims.

 

Requirements

Education

• Nitec / Higher Nitec / Diploma in Business Administration, Engineering, or a related field.
• Candidates with relevant degrees are also welcome to apply.

Experience

• 0–3 years of experience in administrative, project coordination, or documentation roles.
• Experience in the construction, utilities, or infrastructure industry is an advantage but not mandatory.
• Graduates with internship experience in engineering, construction, or project admin are welcome.

Skills

• Strong organisational and documentation skills; comfortable handling multiple files and folders across projects.
• Proficiency in MS Office / Google Workspace (especially Excel/Google Sheets) and basic document scanning tools.
• Comfortable using WhatsApp, Microsoft Teams, and shared folders for daily coordination.
• Effective communication skills for liaising with site teams and operations staff.
• High attention to detail and ability to meet daily/weekly deadlines.

Key Attributes

• Proactive and detail-oriented, with a careful approach to data and documents.
• Strong time management and multitasking abilities.
• Team player with strong follow-up and coordination skills.
• Willingness to learn and grow under the guidance of the Business Support Coordinator and Finance Manager.

 

Compensation

• Salary range: SGD 2,000 – 3,500 per month, depending on qualifications and experience.

 

Working Conditions

• Work base: 25 Woodlands Industrial Park E1, #04-05 Admiralty Industrial Park, Singapore 757743
• Schedule: 9:00am – 6:00pm, 5-day work week (Monday to Friday)