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Project Site Administrator/Document Control

2 months ago

Astoria, United States KYYBA Full time
Job DescriptionJob Description

The Project Site Coordinator assists the Site Manager and the site team in all administrative tasks of the site, supporting a structured and organized office, implementing all business and project ap-proved processes, and enabling site resources to concentrate solely on their core competence scope. Will also be responsible for handling of all documents and Engineering Base on site except for PCD, cable lists and connection tables during the commissioning period when the Electrical Plant Designer is located at site.

The Project Site Coordinator strives to achieve a good overview of all processes and assets in the office and the site and to identify elements of waste for elimination and optimization of the activities within their scope of responsibility.

The Project Site Coordinator reports hierarchically to the Site Manager while assigned to a respective construction site and functionally to the Global Head of HVDC Site Management.
The role as Project Site Coordinator can be combined with Site Document controller (1JNL640818) as well as with Site Logistic Coordinator (1JNL640417) whenever the load of the assignments in a par-ticular project allows for such multitasking role.

2. Roles and Responsibilities
• Collect, organize, and administrate reports regarding progress.
• Support with the creation of progress, site, project, and management presentations
• Attend meetings; take and distributing minutes of meetings and track the progress of the defined actions items
• Perform/coordinate the site onboarding and provide guidance to new employees arriving to work in the construction sites
• Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the business
• Keep an updated record of company personnel on site.
• Support the Site team with different reporting needs as may be required
• Implement the business processes and engages with other team members in continuous improvement of processes and procedures to maximize efficiency and effectiveness.
• Identify and eliminate waste or non-added value activities within the area of responsibility
• Maintain records/databases/filing systems/archives, in electronic and/or hard copy format.
• Perform general administrative activities and provides backup support for others in case of sickness/absence/workload.
• Support/arrange the translation of documents
• Keep an updated record of the delivery situation.
• Send and receive parcels.
• Administrate living quarters.
• Administrate site cars and local transportation.
• Administrate Site offices and facilities.
• Introduction of personal on administration and routines.
• Regular contact, as required and authorized, with local suppliers and contractors, includ-ing housekeeping and security.
• Control the office material supplies and the availability of visitors Personal Protective Equipment (PPE).
• Coordinate travel arrangements for site personal and visitors together with the home-office Business Mobility Coordinators, Travel Coordinators and Project Construction and Com-missioning Managers.
– Receiving/returning all documents to/from the site.
– Organize the binders at site.
– Check the accuracy of the binders when they are received at site.
– Mark and stamp the documentation for its use if not done at home office.
– Print and update installation binders when revisions are received
– Keep a record of signed transmittals (received by contractor).
– Hand out documentation to:
• Civil construction supervisor and civil contractors
• Installation Supervisor/Specialists and installation contractors
• Commissioning engineers.
– Stamp copies handed out and mark that they are checked out and shall be returned to Site Documentation Controller after use.
– Mark the Site Master documents that a copy has been checked out.
– Mark the documents as checked in at their return
– Gather and file red-changes and send the site master back to the Plant Document Controller.
– Hand out necessary documents for implementing of revision / change orders and sign-off when implemented.
– Keep track of all documentation changes, revisions and change orders and sign-off when implemented.
– Secure handling and storage of Site Master.