Tech Assistant

3 weeks ago

Manila, Philippines T1 Project Management 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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