This person is responsible for developing and maintaining the document control system requirements related to the project(s) which JUWI is responsible for. The role will provide administrative support to the operations, O&M & engineering teams which are delivering the project in the issuing of documents, storing documents and providing the guidelines in how documents are controlled using the adopted naming convention specific top the project.

O & M Duties:

• Maintain a schedule of O&M appointments and make arrangements for conferences and interviews.
• Responsible for preparing and maintaining all O&M maintenance employment documents, which include pre-employment forms, new employee packets, action sheets, and exit forms.
• Compile and report O&M time records, including leave requests and reports, review Overtime sheets, and prepare payroll on employees.
• Prepare correspondence, memorandums, forms, requisitions, and reports for O&M team.
• Maintains confidential database of all staff, assignments, hours, rates of pay, etc. Types and processes appropriate paperwork and submit to Human Resources and Payroll departments.
• Receives, verifies and codes all timesheets.
• Maintains departmental files, researches files as necessary to provide information. Maintains Master Task Calendar for department. Creates and maintains department procedures manual and handbooks.
• Supporting the project manager/construction manager with general office management and administration.

 
Document Controlling:

• Development and maintain the document control and administration using the software application
• Understand and define the client’s project engineering/technical specification
• Championing the use of Teambinder across the project team
• Establishing an efficient system for document control within the company and the project
• Managing incoming documents from supplier(s) and also all the design and engineering documents.
• Championing the use of Teambinder across the project team
• Establishing an efficient system for document control within the company and the project
• Managing incoming documents from supplier(s) and also all the design and engineering documents.
• Assist project engineers with the development and preparation of ITP, ITR and RFIs relevant to the project
• Support the project manager with regular project updates on project
• Familiarize with subcontractor QA plans, procedures and managing the conformance with project requirements
• Keep up-to-date files for all department employees.
• Assist and coordinate with Finance Team on the O&M Service invoicing and payments
• Maintain the O&M Petty Cash System as required

 
General Duties:
 
Assist Construction Manager/Project Manager in preparing daily progress report and weekly report.
Foster and develop a team spirit
Liaising with the project/O&M team to make sure all the documentation is captured, registered and communicated using transmittals.
Liaising with the project/O&M team in actively collating all information, test results, reports, ITP/ITC and any other documents associated to the QA/QC process
Participating in Reporting process when required
Apply JUWI standard reporting systems across the project lifecycle
Assist as directed by the O&M Manager in maintaining accurate and up to date logs (Vendor/ Subcontractor, Purchase, Owner), and track responses and progress.