Dual function role covering the Project Administrator and Document Control. The Project Administrator / Document Controller assists in the day-to-day running of the Project Management office. This role supports the Project Managers / Field / Design and staff within the division in providing the full Project Delivery lifecycle, maintaining records and providing regular and ad-hoc reporting. The role provides Quality Assurance support regarding processes, documentation and supports customer satisfaction initiatives. The role also assists in the management and supervision of key initiatives and programs supporting the strategic objectives of the division and organization, particularly around standardization, accreditation and business processes.
- Manage and maintain all controlled company documents
- Update and control procedure documents and forms
- Create and manage document hierarchy and process systems
- Take charge of all document identification, classification and filing
- Frequently conduct document audits confirming they are current and accurately reflect recorded evidence
- Ensure revised documents are accessible.
- Assist with communication during external audits.
- Conform to company enforced specifications and Document Control Procedures.
- Guide employees in company’s controlled document processes to ensure correct handling of documents from the ground up
- Oversee document through its entire lifecycle (inception to archival)
- Check and edit incoming documents and prepare for distribution
- Create document filing and organizing systems that are both effective and efficient
- Ensure proper organization and security of documents (paper and electronic).
- Log document requests and help retrieve documents as needed for employees.
- Make available, notify and distribute documents to relevant recipients
- Confirm delivery of documents to proper personnel.
- Collaborate and communicate with managers and project leaders
- Observing the Company’s established rules and regulations.
Job Requirements
- Minimum Nitec/Diploma education or equivalent
- At least 3 years of experience in similar roles, preferably in engineering / construction industry
- Possess strong organisational skills, meticulous and ability to work under pressure and tight deadlines
- A team player with good interpersonal and communication skills
- Proficient with Microsoft Office applications
