Document Control/Project Administrator

2 weeks ago

Port Allen, United States Trade Construction Company, LLC Full time
Description

Overview:

The Document Control/Project Administrator performs a variety of administrative activities to provide support to an assigned organizational unit or project team. The Project Administrator coordinate and performs project and office related administrative tasks.

Responsibilities:
  • Process incoming documents according to established company document control procedures with minimal errors;
  • Preparation of internal and external transmittals;
  • Application of company document numbers to project and corporate documents;
  • Proper identification and classification of documents according to company and client requirements;
  • Expediting of documents through internal and external review cycles as applicable;
  • Utilization of company database for managing documents;
  • Assist company and client project teams and company employees in the search and retrieval of documents upon request;
  • Upload transmitted documents to project SharePoint sites as applicable;
  • Work closely with project administrative staff to ensure the flow of documents is smooth and seamless and that documents are prepared and transmitted according to company standards;
  • Notify group manager of project issues that arise;
  • Develop project procedures and processes as required;
  • Assist all project team members with any administrative requests such as formatting of documents, locating documents, copying documents, project controls reports, distribution of drawings, etc.;
  • Coordinates issuances from all disciplines and liaisons between Document Control and Engineering, coordinating unusual issuances and random auditing of issuances;
  • Responsible for ensuring proper documentation (drawings, reports, etc.) are available for all project personnel in appropriate quantities;
  • Responsible for acquiring hardcopies for distribution to internal and external clients;
  • Attend meetings as needed (client project meetings, project team meetings, interdepartmental meetings, etc.), taking meeting notes and producing minutes of meeting;
  • Check-in and Check-outs for project documents;
  • Comply with all Company Core Safety Rules, policies and procedures
  • Report any unsafe conditions wherever they exist to the safety department, their supervisor, or the management of Trade Construction immediately
  • Report all incidents/accidents/injuries involving the health and wellbeing of any employee to management immediately
Qualifications:
  • Highschool diploma/GED
  • Minimum of 3 years relevant experience in document control/quality assurance
  • Extensive knowledge in Microsoft Office Suite
  • Knowledge of Adobe Acrobat and SharePoint
  • Vendor data project background and knowledge including familiarity with vendor documents
  • Strong organizational skills and attention to detail
  • Ability to follow systems, procedures, and work flow processes and contribute to their improvement
  • Ability to handle many different responsibilities and follow through to completion
  • Ability to work in fast paced environment
  • Flexibility to work within many systems and settings
  • Ability to work with staff at all levels

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