Manage the flow of project documents, including creation, distribution, tracking, and archiving
Conform to, and maintain the approved Document Control Procedures and processes to ensure compliance with project requirements and industry standards
Coordinate with project managers, engineers, contractors, and other stakeholders to collect, review, and update project documentation
Maintain document databases, repositories, and filing systems to ensure easy retrieval and accessibility of project information
Monitor document flows and status, including creation, review, revision, approval, distribution, and storage, ensuring all project documents are correctly named, numbered, and filed according to established standards
Conduct regular checking of document control processes to identify areas for improvement and implement best practices
Assist in preparing documentation for external/internal audits, inspections, and project reviews
Utilize document management software and systems to track, manage, and retrieve project documents
Verify document revisions, versions, and approvals to maintain document integrity and traceability
Generate regular reports on document status, revisions, approvals, and distribution for project stakeholders
Maintain accurate records and documentation of project-related correspondence, meetings, and decisions
Prepare document transmittals, logs, and registers for internal and external distribution
Recommend and implement enhancements to document management systems, procedures, and tools
Assist with ad-hoc tasks and projects as assigned by management
Provide training and support to project team members on document management systems and procedures
Work collaboratively with project team members and stakeholders to facilitate document exchange and information sharing
Assist in documentation tasks whenever available
Administrative Works
Arrange travel accommodations, transportation, and itineraries for project team members, including flights, hotels, and ground transportation
Coordinate logistics for project-related events, workshops, training sessions, and site visits
Support procurement activities by obtaining quotes, preparing purchase requisitions, and processing vendor invoices and prepare expense reports
Track project expenses, reconcile accounts, and maintain financial records in collaboration with finance or accounting departments
Assist the PM Team in preparing presentations, charts, graphs, and visual aids for project meetings and presentations
Manage office supplies, equipment, and inventory, ensuring adequate stock levels and maintenance of office facilities
Coordinate maintenance and repairs for office equipment, facilities, and IT systems as needed
Support special projects, initiatives, and events as assigned by project managers or senior management
Contribute to process improvement efforts by identifying opportunities to streamline administrative workflows and enhance efficiency
Handle confidential and sensitive information with discretion and maintain a high level of professionalism in all interactions
Ensure compliance with company policies, procedures, and ethical standards while performing administrative duties, and ensure that the project team also adheres to these standards and policies