Key Job Responsibilities:
- Maintain daily employee timekeeping records, including attendance, working hours, overtime, absence, leave and project/site assignment.
- Collect, verify and consolidate timesheets from projects, workshops and site activities; follow up missing, late or incomplete records with the responsible supervisors.
- Ensure employee working hours and approved overtime are correctly allocated to the relevant project, work order, activity or cost reference.
- Prepare periodic attendance, overtime and manpower reports and submit approved records to Corporate HR/Payroll in line with established cut-off dates.
- Collect and organize billing and invoice supporting documents, including approved timesheets, progress records, delivery documents, service reports and client acknowledgements.
- Maintain the project billing tracker covering completed work, pending documents, SES/client approval status, invoice readiness, submitted invoices and outstanding actions.
- Prepare invoice supporting packages and check document completeness and consistency before submission to Corporate Finance or the responsible invoicing function.
- Follow up SES, signed timesheets, client approvals, delivery acknowledgements and other documents required to complete project invoicing.
- Reconcile billing information against project records, approved progress and supporting documents, and highlight discrepancies to the Project Manager for resolution.
- Maintain organized and traceable electronic and physical records for timesheets, attendance, billing support, SES records, invoices and related correspondence.
- Prepare weekly and monthly project administration reports and support management reviews, audits, reconciliations and document requests as required.
Competencies:
- Accuracy and attention to detail.
- Planning, organization and disciplined follow-up.
- Numerical and data accuracy.
- Document and record control.
- Communication and cross-functional coordination.
- Integrity, confidentiality and accountability.
- Ability to work to payroll, billing and reporting deadlines.
Professional Skills:
- Good Microsoft Excel skills for data consolidation, formulas, lookups, filtering, reconciliation and preparation of manpower and billing reports.
- Good Microsoft Word and Outlook skills for reports, correspondence, email follow-up and document organization.
- Good written and verbal English communication skills; ability to use ERP/business systems, with Microsoft Dynamics exposure preferred.
Experience:
- 3–5 years of total professional experience.
- At least 1 year of experience in timekeeping, billing/invoicing, project administration, payroll support or a related coordination role.
- Experience in an industrial, fabrication, maintenance or project-based environment is preferred.
Qualifications:
- Diploma in Accounting, Business Administration, Finance, Office Administration or a related discipline.
- Equivalent diploma with relevant practical experience in project administration, billing or timekeeping may be considered.
