Participate in the implementation of established documentation procedures.
Work under general supervision of Lead assisting in the maintenance of project engineering and vendor document files in both electronic and hard copy media and processes
Type, develop, prepare, compiled, formats project documents (such as: Specifications, scopes of work, transmittals, letters, memos, fax's, reports, MOM, Site visit, temporary access request, weekly & monthly progress reports, comments/response log etc.) as directed by Project Manager and distributed the same as per data matrix.
Perform non-typing secretarial activities as requested by the Project Manager, such as: Filing, data entry, reporting, data manipulation, proof reading, organizing, administrating, assisting, coordinating, transmitting, receiving, archiving, printing, copying etc.
Create, updates and maintains project filing system
Receive, process, and monitor/follow-up internal and external distribution.
Coordinate secretarial services for the project. Interface with the Document Control and Reproduction department for reproduction of associated with copy and distribution requirements of hard copy documents.
Assign numbers and maintain logs for project correspondence
Coordinate with the project document controller at the time project submittals.
Prepare the project file records for storage and archive
Ensure the disposition of every project document is understood
Schedule conference rooms for meetings
Support the logistical needs of lengthy project / client meetings (arrange for food / drink, etc.)
Prepare Transmittals to deliver the documents thru driver or courier as required, and per PM instructions,
Must demonstrate skills in team building, analytical and problem solving skills, decision-making skills, effective verbal and listening communications skills, computer skills – MS Outlook at a highly proficient level, stress management skills, time management skills, and ability in handling multiple tasks at the same time.
Participate in meetings with the Project Manager, if required.
Upload the soft copies of project files in the project electronic folder structure in EDMS
Take custody of, sort, bind, package, organize, administer, transmit, receive and archive design and project documents as requested by the Project Manager, consisting of: Drawings, specifications, contracts, scopes of work, calculations, data sheets, O&M manuals, MTO's, BOQ's, reports, electronic files, etc.
Prepare project documents for internal/external audit.
Use approved forms & formats
Team player; works with little or no supervision; has a full understanding of processing both engineering and vendor documentation; understands the importance of quality checking, detail oriented and follows directions well.
Provides normal clerical and typing services for the assigned project work as per PM instructions.
Clerical- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
Client and Personal Service - Knowledge of principles and processes for providing client and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of client/customer satisfaction.
Engineering and Technology- Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.
Must maintain strict confidentiality in performing the duties of a management secretary.
Must be honest and trustworthy, respectful, possess cultural awareness and sensitivity, flexible, and with sound work ethics.