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Main Aspects of Job:

  • Support Project Managers in the execution of their projects
  • Assist in administrative functions of project-related assignments; including documentation of one or several projects from the project proposal phase to project closeout. Projects are typically outlined with specific guidelines to be followed.
  • Ensure Document Control procedures and processes are followed throughout a projects lifecycle
  • Perform any other general administrative duties in each respective office when necessary or applicable

Main Roles and Responsibilities:

Document Control

  • Provide technical administrative support to include the creation, editing, and formatting of quality project documentation
  • Implementation of internal procedures, policies, and process as appropriate such as managing and control of all project documentation development within the Project Workspaces
  • Ability to provide training to regional consultants on Document Control processes and Project Workspace environment, including project templates
  • Perform quality checks to ensure procedures and processes are being followed
  • Analysis and upkeep of Document Distribution lists as appropriate
  • Prepare and distribute document transmittals to clients
  • Identify administrative and document process improvements

Support Projects Managers

  • Create relevant project templates and populate project contact list for all project workspaces based on support assignment
  • Assist in the preparation of document deliverables; formatting presentations/reports, proof reading, trademarking, documentation numbering, etc.
  • Preparation of correspondence including letters, proposals, reports, minutes of meetings, action lists, agenda and general correspondence as appropriate
  • Provide project reports as requested by Project Manager and/or Document Control Manager
  • Assembly of project binders for delivery to client where appropriate

General Administration (Subject to Regional Responsibilities)

  • Coverage and relief of reception desk and any associated responsibilities which may include greeting visitors, issuing and collection of visitor passes, accepting courier packages, reserving conference rooms for meetings
  • Assist with travel reservations which may include booking flights, taxis, car hire services and hotels
  • Provide support to HR, Marketing, Accounting, Executives, GeoMarket Leads and Regional Managers when necessary
  • Provide assistance and backup to other document control staff when necessary

Position Requirements:

  • Previous experience in a secretarial and project administrative support role, with Document Control (desired)
  • Proficient in the use of Microsoft Office programs. In particular MS Word (styles), PowerPoint (templates), Adobe Acrobat to at least Intermediate level. Basic knowledge of Excel as a minimum
  • Understanding of and good working background in Document Control
  • MS SharePoint experience (desired)
  • Excellent communication (written and verbal) and interpersonal skills
  • Able to work well in a team environment and a willingness to assist others
  • Attention to detail and problem solving skills
  • Strong organizational skills with the ability to multi-task
  • Requires minimum supervision
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