Secretary/Document Controller

Job Summary

The successful candidate will perform a variety of secretarial / administrative functions for the project and coordinate the flow of documents between project operations, engineering disciplines, construction team or other department groups.

• Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produce logs, transmittal, and other reports as required.
• Maintains employee directory and related data pertaining to employees assigned to the unit, including company resumes. Tracks paid-time-off hours charged and maintains schedule of future hours to be taken.
• Originates correspondence and reports not requiring the personal attention of immediate supervisor. Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
• Ensures that pre-established document control requirements are satisfactorily met throughout the project duration.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. When needed, he/she will expedite review, signature approval, and release of supplier and internally produced documents.
• Performs other responsibilities associated with this position as may be appropriate.
• Gathers statistics and general data reviews and combines this information into established reports for use within and outside the unit. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative-style word processing. May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.
• Reviews time reports to verify accuracy of hours worked and Job#/WBS charges. Follows up to ensure timely processing of corrections.

Qualifications

• Working knowledge of MS Office and related word processing, spreadsheets, and database software.
• Proficiency in the use of Aconex.
• Diploma in related discipline and at least 7 years of secretarial/document control experience.
• Good written and oral communication skills in English.
• Highly organized, pro-active and can work with minimal supervision.