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· Manage and keep track the cataloguing/archiving of all in/out project communications, e.g., correspondences/emails, issuance of documents/drawings/reports/other materials (softcopy, hardcopy formats etc.) with transmittal records.
· Coordinate and enforce projects’ document control systems.
· Track and inform Project Teams of any actions required by clients and/or external consultants that need to be followed up and completed by the Project Teams and Project Leads.
· Provide timely distribution of information/documents received/downloaded from clients and/or external parties to the respective Project Teams and Project Leads, and keep records in projects’ internal (e.g., MS SharePoint etc.) and external document control systems (e.g. CASE etc.) Training will be provided for CASE system.
· Correspond to Clients/External Consultants/Relevant External Parties on behalf of Project Leads/Project Teams if required and/or as necessary.
· Assist Project Teams/Leads in coordinating internal and external meetings, setting up appointments in calendar, and sending out remote/in-person meetings’ invitations (MS Teams Meetings, Zoom etc.).
· Prepare, issue and keep proper records (minutes/notes) of internal and external meetings/discussions/workshops/other relevant external engagement meetings.
Project Deliverables
· Coordinate with internal Project Teams, to collate, compile and issue deliverables (documents, reports, drawings, technical documents, schedules/programmes etc.) in accordance with project/contract/clients requirements.
· Issue large sized deliverables using internal and/or external file transfer tools (e.g. JFTT, Hmail eDoc, CASE etc.) and keep records in the projects’ document control systems.
· Prepare tracker/tracking list, coordinate internal inputs, log inputs into trackers and maintain records of deliverables tracking lists.
· Assist in preparation and issuance of project deliverables, queries, follow-up replies/correspondences, requests for information (RFIs), requests for approval (RFAs) etc. from internal to external parties (e.g., clients, multi-disciplinary consultants etc.).
· Enforce implementation of internal document control procedures for all documents submission/issuance to clients/external parties are in accordance to project procedures. Maintains confidentiality around sensitive information and compliance with terms of agreement.
· Assist Project Teams/Leads in preparation of project reports, powerpoint presentations etc. if required and/or as necessary.
· Assist in preparation and updates of internal reporting (e.g., IPCS, Pricing Tools, any other applicable types of reporting) and external reporting (e.g., Clients, External Project Teams, Multi-disciplinary Consultants, Subconsultants, Contractors etc.
Job Specific Skills/Tools/Software Required:
· Proficient in Microsoft Office (Excel, Word, PowerPoint, MS Project), Adobe PDF.
· Microsoft Teams, Zoom Meetings set up.
· Good command of spoken and written English.
· Proficient in typing and editing skills, taking notes for meetings or discussions.
· Ability to communicate and work with all levels of the interna/ and external organisations.
· able to do simple translation from Chinese dcoument to English
· Organised and detail-oriented. Good in planning, scheduling and setting up document control system.
· Proficient in BlueBeam or other presentation software are desirable but not a must.
