Responsibilities:
Provide general administrative support services on the assigned project.
Provide direct support to the Project Manager.
Support the project team with administrative tasks.
Liaise with the Document Controller on project document control requirements and activities.
Establish, maintain and implement the project document management plan, processes and work instructions in collaboration with the project manager and engineering manager.
Ensure document numbers are assigned in accordance with the project document numbering system.
Check document accuracy, identification, completeness, quality, and compliance of documents with Wood standards.
Register and maintain information in the electronic document management system, ensuring that all documents and drawings are up to date, at correct revision, and with completed metadata, such that a complete 'project record' is held throughout each stage of the project.
Liaise and consult with the document originator on any specific metadata and distribution requirements.
Expedite document reviews and approvals as required and record the review outcome and status accordingly.
Organize and maintain the electronic filing of documents on SharePoint.
Provide training to the project team member on navigating and utilizing SharePoint, and the project document control process and procedure.
Support users with navigating the system, searching for and retrieving documents.
Review and implement any new system metadata or field requirements and changes to the SharePoint site navigation and structure.
Provide access for users to SharePoint and support them with any internal and external login issues.
Maintain a site security matrix reflecting the site structure, roles and permission groups.
Timeously handle all incoming and outgoing correspondence on the project.
Engage with the project team and raise awareness around the project document control processes and procedures.
Provide detailed reports on document status and distribution. Produce reports on transmittals and outstanding documents as and when required by the project. Liaise with the internal team members and external parties on the close-out of outstanding documents.
Initiate and implement the project close-out and handover activities.
Effectively organize and prioritize tasks in a manner that adequately allocates and divides time between various aspects of the work.
Attend the project progress meetings, kick-off meetings with the project team, client and supplier, and client interface meetings.
Actively role model and promote the company Values, Ethics and Code of Business Conduct.
Qualifications:
Grade 12 or equivalent qualification.
Relevant Business Administration, Document Management, or Records Management qualification.
Knowledge, skills and experience:
A minimum of 10 years' Document Control experience in a project environment.
Proven experience and knowledge of MS 365 including MS Office, Outlook, Teams, and SharePoint.
Proven experience administering a document management system. Experience with Convero document management module desirable.
Proven experience with Adobe Acrobat.
Experience with Bluebeam Studio would be an advantage.
Personal attributes:
High attention to detail.
Personal integrity and trustworthiness.
Strong client relationship and networking ability.
Ability to coach and mentor through empowerment.
A common-sense approach to everyday life.
A willingness to treat all people with respect, integrity, and consistency.
High levels of initiative and "get up and go" to manage own workflow, showing proactiveness and prioritizing work to meet objectives.
A capacity for persistence, resilience, and patience in a challenging environment.
Willingness to learn and adapt to change.
An appreciation of the value of teamwork and willingness to work as part of a team, providing support for other team members as required.
Company Overview:
Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects, and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com
Diversity Statement:
We are an equal opportunity employer that recognizes the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.
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