Tech Assistant

7 days ago

Manila, Philippines T1 Project Management Full time

Documentation and Technical Assistant WorksManage 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 WorksArrange 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 #J-18808-Ljbffr

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