Project Executive

PROJECT EXECUTIVE

Job Summary

The Project Executive is responsible for supporting the planning, coordination and execution of M&E projects from commencement to completion.

The role requires close coordination with Project Managers, site supervisors, workers, subcontractors, suppliers, consultants, main contractors and clients. The Project Executive must ensure that project documentation, materials, manpower arrangements, work schedules and site activities are properly coordinated and completed in accordance with project requirements.

This position includes both office-based coordination and site duties.

Key Responsibilities

1. Project Coordination

• Assist the Project Manager in planning, coordinating and monitoring project activities.

• Coordinate with clients, consultants, main contractors, subcontractors, suppliers and internal site teams.

• Follow up on project instructions, submissions, approvals, material deliveries and outstanding works.

• Ensure site works are carried out according to approved drawings, specifications, method statements and project requirements.

• Attend project meetings, site coordination meetings and inspections when required.

• Prepare meeting notes, action lists and follow up on outstanding matters.

• Coordinate access arrangements, shutdown works, night works and other site requirements.

• Assist in resolving site coordination issues and report major problems to the Project Manager.

2. Safety Documentation

• Prepare and update project safety documents, including:

  • Risk Assessments (RA)

  • Method Statements (MOS)

  • Safe Work Procedures (SWP)

  • Safe Work Method Statements (SWMS)

  • Permit-to-Work supporting documents

  • Toolbox meeting records

  • Safety checklists and related submissions

• Coordinate with the site team and safety personnel to ensure documents reflect the actual work activities and site conditions.

• Ensure approved safety documents are available before commencement of work.

• Assist in conducting toolbox briefings and communicating safety requirements to workers and subcontractors.

3. Site Verification and Monitoring

• Carry out site inspections, measurements and verification when required.

• Verify existing site conditions, equipment locations, routing, dimensions and access limitations.

• Take clear site photographs and prepare site verification reports.

• Compare actual site conditions against drawings and highlight discrepancies.

• Monitor site progress, workmanship, material usage and manpower deployment.

• Assist in arranging inspections, testing and commissioning activities.

• Prepare defect lists and coordinate rectification works.

4. Work Planning and Scheduling

• Prepare and update project work programmes, schedules and look-ahead plans.

• Coordinate manpower, subcontractors, materials, equipment and access requirements according to the work schedule.

• Monitor project progress against planned dates.

• Highlight delays, constraints and potential risks to the Project Manager.

• Follow up with relevant parties to ensure works are completed within the required timeline.

• Assist in preparing daily, weekly and monthly progress reports.

5. Procurement and Material Coordination

• Prepare material requisitions and procurement requests.

• Obtain quotations from suppliers and subcontractors.

• Compare pricing, specifications, lead times and delivery conditions.

• Prepare purchase order supporting documents for approval.

• Follow up on material submissions, approvals, fabrication and delivery schedules.

• Coordinate delivery arrangements with suppliers and site personnel.

• Check delivered materials against purchase orders, delivery orders and approved specifications.

• Maintain proper records of quotations, purchase orders, delivery orders and material status.

6. Project Administration and Documentation

• Maintain proper project filing and document control.

• Prepare and update:

  • Project trackers

  • Material submission schedules

  • Drawing submission schedules

  • Procurement schedules

  • Work progress records

  • Manpower records

  • Inspection and testing records

  • Site photo records

  • Delivery order records

  • Variation work records

  • Defect and rectification records

• Assist in preparing quotations, variation orders and supporting documents.

• Assist in preparing progress claims and compiling supporting records.

• Track instructions, approvals, correspondence and outstanding submissions.

• Prepare letters, emails, reports and other project correspondence.

• Ensure all project records are complete and properly filed for handover.

7. Drawings and Technical Coordination

• Review construction drawings, shop drawings and technical submissions.

• Assist in preparing drawing mark-ups and coordinating as-built information.

• Check drawings against actual site conditions.

• Coordinate drawing revisions with drafter, Project Manager and site team.

• Ensure the latest approved drawings are issued to the site team.

• Highlight technical discrepancies, clashes or unclear requirements for clarification.

8. Project Completion and Handover

• Assist in coordinating testing, commissioning, inspections and authority requirements.

• Compile operation and maintenance manuals, test reports, warranties, certificates and as-built drawings.

• Coordinate defect rectification and final inspection.

• Follow up on outstanding documentation required for project handover.

• Assist the Project Manager in closing out completed projects.

Job Requirements

• Diploma or Degree in Mechanical Engineering, Electrical Engineering, Building Services, Facilities Management, Construction Management or a related field.

• Candidates with relevant M&E construction experience are preferred.

• Fresh graduates with a positive attitude and willingness to learn may be considered.

• Able to read and understand M&E drawings, specifications and technical documents.

• Familiar with project coordination, site documentation and construction work processes.

• Knowledge of RA, MOS, SWP, SWMS and Permit-to-Work documentation is preferred.

• Proficient in Microsoft Word, Excel, PowerPoint and Outlook.

• Basic knowledge of AutoCAD, Microsoft Project or other scheduling software is an advantage.

• Able to communicate effectively with clients, consultants, suppliers, subcontractors, workers and internal teams.

• Able to work independently, follow up closely and manage multiple tasks.

• Willing to travel to project sites and carry out site verification.

• Willing to support night works, weekend works, shutdown works or urgent project activities when required.

• Possession of a valid Class 3 driving licence is an advantage.

Preferred Attributes

• Responsible, organised and detail-oriented.

• Strong follow-up and coordination skills.

• Able to work under pressure and meet project deadlines.

• Willing to learn and take ownership of assigned tasks.

• Practical and able to resolve site issues.

• Good written and verbal communication skills.

• Able to work effectively with foreign workers and subcontractors.

• Comfortable working in both office and construction-site environments.

Working Conditions

• The position involves both office and site-based duties.

• Working hours may vary depending on project requirements.

• Night work, weekend work, public holiday work and urgent site attendance may occasionally be required.

• The employee may be assigned to different project locations according to operational requirements.

Career Development

The successful candidate will gain practical experience in project management, M&E coordination, procurement, safety documentation, site operations, testing and commissioning, and project handover.

Suitable candidates may progress to Senior Project Executive, Assistant Project Manager or Project Manager based on performance, experience and capability.