Project Administrator 6 Months Ftc

2 weeks ago

Hull, Kingston upon Hull, United Kingdom Accsys Group Full time

Reports to:

MD

Department:

TUK

Company Overview:

This role is office based.

Role Summary:

  • Administrative support to the
    MD, Project Manager and Project Team
  • Accurate management and safeguarding of documentation generated by the Client, project team, contractors and suppliers in support of the daytoday operation of the Tricoya project.
  • Administrative and logistics support for the
    TUK project team

Key Responsibilities and Accountabilities:

  • Log technical documents incoming and outgoing on the document correspondence logs and
    MDR (Master Document Register)
  • Providing unique references for, creating, and issuing Work Instruction, Procedures, Policy documents and drawings (project numberdisciplinework typeconsecutive numberrev)
  • Review, Accept and Raise transmittals on the issue and receipt of documents
  • Verify documentation before issuing to the requester
  • Document verification ensuring the relevant authorities have signed documentation and progress through the agreed workflow to completion and publish where required
  • Manage requests for documentation.
  • File documents in physical and digital records and ensure appropriate storage
  • Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date on the EDMS
  • To liaise with and distribute project related information with all levels of the project team and potentially external parties
  • Manage the processes around documentation within the organisation, make sure the documentation is following the Project Life Cycle (Design, Fabricate, Construct, Commission) and Document Life Cycle (Draft, Review, Approve, Issue)
  • Track MOC's (Management of Change) and TQ's (Technical Queries).
  • Accept Vendor documentation, check against issued SDRL (Supplier Document Request List), transfer data to the relevant EDMS (Electronic Document Management System) locations
  • Manage document flow to and from external teams, such as clients, vendors and other stakeholders
  • Updating trackers ensuring they are stored in the correct project storage area, make sure relevant documents are retrievable for future use making sure the project team know where they are stored within the site directory.
  • Manage project inbox's dealing with general queries and escalating other matters accordingly refiling all documentation.
  • Assist Project team in the accessing and retrieval of documentation
  • Ensure filing systems are maintained and current via sharepoint
  • Ensure security, integrity and confidentiality of data
  • Work closing with the procurement department, raise PR for approval and process to PO, order, review and approve office supply acquisitions and all other project purchases
  • Maintain supplier requisition log
  • Prepare project and operational reports Point person for maintenance of office and facilities, mailing, shipping, supplies, equipment, and errands
  • Organise and schedule meetings
  • Organise office operations and procedures within sharepoint
  • Coordinate with IT department on all office equipment and new starts and leavers
  • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
  • Using the onsite visitor portal book visitors onto site
  • Provide general support to visitors
  • Organise and issue PPE for visitors on site tours and issue new starts with the relevant PPE
  • Responsible for welcoming new staff for the office and providing orientation and training to new employees
  • Monitor and maintain office supplies/tool inventory
  • Maintain confidentiality around sensitive documentation
  • Time oriented approach to handling queries, tasks and issuing of documentation whilst dealing with several engineering departments
  • Communicate changes to document control procedures or other relevant information to the project team

Qualification / Experience Requirements:

  • Knowledge of document management, archive management and record manager systems
  • Highly proficient in Microsoft Office.
  • Understanding of EPC/EPCM projects and client and contractor document control activities.
  • Good level of education, tertiary education and/or supplementary relevant courses advantageous.
  • Strong communication Fluent written and spoken English.
  • Previous relevant project support, document control and administrative experience.
  • General understanding of engineering and manufacturing industry.
  • Understanding of cost control principles and spending restrictions
  • Excellent interpersonal skills for liaising with customers, senior management, suppliers and stakeholders.
  • Highly organised and good organisational skills
  • Ability to handle and negotiate small office/ project expenses if required

Competencies:

Focus on Results

  • Result oriented to achieve goals.
Teamwork

  • Works with others to achieve goals, shares information with colleagues and support colleagues. Gives explanation in clear terms. Keeps colleagues informed of the progress of the work.

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