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Production Coordinator

Position: Temporary, Contract

Location: Mumbai, India

Reference: KBC-2019-088

Closing date: March 31, 2020

Description

Main Aspects of Job

The primary role of this position is ensuring document control practices are adhered to throughout project life cycles. Managing and controlling all documentation development within the project work-spaces. The role will also provide oversight to the Document Control/ Production project team as and when required.

Main Roles and Responsibilities

Project Related

  • Support Project Managers in the execution of their projects
  • Assist with 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
  • Provide Technical administrative support to include creation, editing, and formatting of quality project documentation
  • Manage and monitor the report and presentational quality of all project deliverables
  • Implement internal procedures, policies, and process as appropriate such as managing and control of all project documentation development within the project (SharePoint) workspaces
  • Coordinate with key stakeholders with respect to documentation issues including: Global Document Control Manager, Project Managers, Information Technology (IT), regional administrative staff, and cross-regional project support/administrators when applicable
  • Provide training to regional consultants on Document Control processes and Project Workspace environment
  • Perform quality checks to ensure procedures and processes are being followed
  • Analyze and upkeep Document Distribution lists as appropriate
  • Prepare and distribute document transmittals to clients
  • Identify administrative and document process improvements
  • Set-up SharePoint and populate with relevant project templates for all projects
  • Assist in the preparation of document deliverables; formatting presentations/reports, proof reading, documentation numbering, etc.
  • Prepare correspondence including faxes, letters, proposals, reports, minutes of meetings, action lists, agenda and general correspondence as appropriate
  • Assemble project binders for delivery to client where appropriate
  • Perform project closeouts once a project is complete, and ensure that all project workspaces are archived for future retrieval of project data and correspondence to and from the Client
  • Provide assistance and backup to other support staff when necessary
  • Keep an accurate register of time worked on each project
  • Seek clarification of priorities when balancing multiple projects
  • Respect others’ roles and authority within the company
  • Solve problems by own initiative
  • Advocate for consistency in high quality standards
  • Request time off as far in advance as possible to help managers in planning project work load/hours
  • Seek productive work

Principal Assessment Criteria

  • Customer satisfaction (Project Managers, Project Executives, KBC Management Team)
  • Methodical and well-organized approach to the work environment
  • Ability to build strong working relationships, influence others and encourage new practices
  • Assertive but supportive
  • Good communication and Interpersonal skills
  • Ability to work well in a team environment under supervision and willingness to assist others
  • Ability to deal with short-time frames and handle multiple competing priorities
  • Self-motivation and initiative
  • Proactive in personal development
  • Ability to follow a plan while still being able to adapt quickly to client’s changing needs
  • Multi-task on various deadline-driven projects
  • Professional attitude and projection of professional company image
  • Ability to work semi-independently
  • Completion of work on schedule and according to established standards
  • Be dependable in attendance and timeliness

Position Requirements

  • Proficient in MS Office (Word, Excel, and PowerPoint) formatting, Adobe Acrobat, Visio, and Microsoft Office
  • MS SharePoint 2013 (desired)
  • Previous experience of secretarial, project administrative support, previous Document Control preferred
  • Experience of administering and using an electronic document management system preferred
  • Understanding of and good working background in Document Control
  • Experience with application of EDMS (Electronic Document Management System) based system
  • Must have experience working in an integrated team environment
  • Requires minimum supervision
  • International experience

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