Technician Assistant

REQUIREMENTS:

• Relevant degree or technical training in architecture, engineering, construction and the like.
• At least an equivalent Vocational Training or Certification in Document Management or Administration related to Engineering and Construction.
• A bachelor's degree in a relevant field such as business administration, management, engineering, or information technology is preferred.
• Proven experience as a document controller or administrator in a project management environment, preferably in construction, engineering, or a related industry.
• At least 1-3 years of relevant experience in document control, administrative support, or project coordination roles. Previous experience in construction, engineering, or project management industries is advantageous.
• Has field / site experience managing stakeholders.
• Proficiency in basic computer skills, including Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is typically required.
• Proficiency in Google Suite- with the ability to effectively and efficiently use the various applications and tools such as GDrive, Docs, Sheets, Slides, Calendar and GMeet, preferably able to troubleshoot and resolve basic technical issues related to GSuite Apps.
• Preferably with PROCORE Project Management Software experience.
• Ability to learn and adapt to document management software and systems quickly.
• Strong typing and data entry skills with high accuracy and attention to detail.
• Strong written and verbal communication skills with the ability to communicate effectively with project team members, stakeholders, and external partners.
• Strong organizational and interpersonal skills to coordinate document flows and ensure timely responses.
• Ability to review and analyze documents for accuracy, consistency, and compliance with project specifications.
• Strong organizational skills to manage large volumes of documents and prioritize tasks effectively.
• Ability to work efficiently under tight deadlines and manage multiple tasks simultaneously.
• Flexibility to adapt to changing project requirements, processes, and priorities.
• Willingness to learn new technologies and tools to improve document management efficiency.
• Maintain confidentiality and integrity in handling sensitive project information and documents.
• Adhere to ethical standards and organizational policies in document control practices.
• Able to assist in technical review, document management and support the PM team where applicable.

JOB DESCRIPTION:

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.

Job Type: Full-time

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Gym membership
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee
• Work from home

Work Location: In person