Site Project Support Coordinator

Recruiter:

Keystone Project Recruitment

Job Ref:

JHB001932/JHD

Date posted:

Saturday, July 16, 2022

Location:

Mossel Bay, South Africa

JOB SUMMARY:
Site Project Support Coordinator - Responsible for supporting project participants in capturing all correspondence and uncontrolled project documents in the EDMS.

Mosselbay residents or surrounding area ONLY

JOB DESCRIPTION:

Key Responsibilities:

PSCs are responsible for assisting the project Lead PSC in all document management activities and other project administration tasks as required by the project teams.
The document management responsibilities, duties and reporting lines of a site PSC are the same as the home office PSC or as required by the Construction Manager and the project.
PSCs are responsible for understanding and supporting all project functional groups in

Project Procedures:

Interrogating the PLP Library, project specific procedures and templates to develop documents using the correct project template and accurately registering the documents in the EDMS
Supporting all project participants in complying with project procedures and using the EDMS to capture project documents

EDMS Document Management Tasks:

Understanding and complying with each functional group’s procedures
Formatting and quality checking project documentation
If required formatting and collating proposal documents
Registering, allocating document numbers for correspondence and uncontrolled documents and storing documents in the correct EDMS folders
As required, dragging project emails and media files to the EDMS using the drag and drop functionality of the EDMS
Distributing correspondence and other uncontrolled documents to clients, external parties, and project participants as defined in the project distribution matrix
Assisting functional leads and groups in creating and updating organization charts, developing work plans, adding data and extracting data from other project systems when requested such as the reporting tool, engineering systems, project control’s systems etc
Scanning hard copy documentation received from external parties or internal parties and registering in the EDMS
Auditing and reviewing the accuracy of document management attributes in the EDMS
Checking and tagging duplications in the EDMS and hard copy filing as superseded or cancelled
Registering Contractual documents between the Company and Client in EDMS and filing the original signed hard copy.

Other PSC Support and Administrative Tasks:

Scheduling and coordinating meetings
Planning and booking travel
Arranging for translations of minutes of meetings, reports, correspondence and other non-technical documents as required
Office management duties as required
Reception duties as required
Training other PSCs in project processes and EDMS tools
Other data input or data management tasks as requested by the project.

Qualifications and Experience:
Essential

Typing speed: minimum 60 words per minute
Advanced level in the following applications:
- MS Outlook, MSWord, Excel, PowerPoint and Visio
- Internet Explorer, Adobe Acrobat and WinZip
Competent in the use of office tools (copiers, scanners, fax machines, telephone systems)
Previous experience with document management systems and engineering processes
Possesses excellent communication skills both oral and written
Ability to train in a one-on-one situation
Can adapt to changes, multi-task, organize, and prioritize
Is detail-oriented
Needs minimal direction
Able to solve problems and negotiate difficult situations
Is resourceful and confident.

Preferred:

Knowledge of invoicing process
Administrative experience in an engineering environment.

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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