Tech Assistant

3 weeks ago

Philippines T1 Project Services Full time

Overview

Manila • Project Based • Full Time

Documentation and Technical Assistant Works
  • 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 where necessary on technical documentations and review.
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.
  • Any works or duties related to construction management that may be deemed required.
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