The key job functions will be to maintain the flow of documents, providing an auditable trail of incoming and outgoing documentation using the company procedures and systems, both manually and / or electronically.
Tasks will include uploading / downloading, copying, and printing of incoming and outgoing project documents and drawings. Archiving and filing will also be required, along with general office administration.
Working in accordance with ISO9000 procedures, the ideal candidate will be able to comply fully with current practices and contribute to the policy of continuous improvement.
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Responsibilities & Duties:
Including but not limited to the following:
- Manage the control of drawings and design documentation throughout the lifetime of a project. This will include the issue of drawings at various stages through the project and will require the maintenance of Contract Drawing Registers and Drawing Transmittals.
- Track and control the receipt and storage of all technical and engineering records using the Document Management System database, client-based IT Systems and Viewpoint.
- Track and control the issue of all technical and Design records including version control and recording.
- Compile project technical information from suppliers, designers, and clients.
- Upload drawings and technical records to Client specified document management systems, e.g., Aconex, Buzzsaw, etc., for interaction with clients and suppliers.
- Prepare hardcopy output of engineering and technical records and drawings for issue to site project teams, commissioning, clients, and others.
- Produce Operation & Maintenance manuals and Final (As Built) Records for issue to clients.
- Ensure compliance with the Omexom Quality Management System, in relation to the control of documents produced both internally and by our subcontractors, and ensure Quality Checks are undertaken on documents and drawings prior to distribution.
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Governance:
Interfaces and relationships with key stakeholders:
- Operations Manager
- Project Managers
- Project Teams
- External suppliers, clients etc.
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Person Specification
Qualifications and experience
The jobholder must be a results focused self-starter with the enthusiasm, motivation, and initiative to succeed in this role, possessing:
- Evidence of previous experience of providing document control within a busy business environment
- Recent experience in providing administrative support within an office environment.
- A good standard of educational attainment with a minimum requirement for GCSE passes in English and Math.
- Sound IT skills, including use of the Microsoft Office package with the ability to quickly learn new skills and become familiar with new software packages.
- Excellent organisational, communication and interpersonal skills, able to relate to staff at all levels.
- Be able to work under pressure, be a team player and have a high level of self-motivation.
- Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.
- The flexibility to work additional hours whenever required.
Desirable Skills and Competencies
- Relevant additional qualifications which will assist in ensuring high levels of performance.
- Evidence of recent administrative experience in a similar commercial or technical organisation, familiarity with an electrical utility contracting environment will be an advantage.
- Previous experience of using a computerized Document Management System (DMS).
- Previous experience in the use of AutoCAD design software package.
- Previous administrative experience in compiling tender or procurement documentation will also be an advantage.
