Job Description

Your project team will depend on you to ensure the efficient running of the project office and document management. Your role is to support your team to ensure that they are able to carry out their role.

Your responsibilities will include:

• Providing diary and email management for the project director and project teams as and when required.
• Organizing internal and external meetings and arranging presentations, documents, equipment and refreshments as required.
• Issuing and dealing with confidential documents and staff issues where appropriate.
• Arranging travel and itineraries.
• Maintaining company electronic filing system.
• Representing the company in a presentable and professional manner.
• Coordinating office moves.
• Ordering stationery, PPE and other office sundries and consumables. Raising oracle purchase requisitions and receipting them when received through the online system
• Ensuring the project directory is up to date.
• Managing the site archiving.
• Managing and controlling the document control platform both internally and externally with the client team and sub-contractors
• Ensuring that all procedure/process guide’s, where applicable, are issued to all project design teams and sub-contractors.
• Maintaining the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines and in tandem with the sub-contractor viewing restrictions.
• Managing and controlling distribution lists as per the agreed distribution matrices.
• Running exception reports for Mace managers on a weekly basis.
• Providing QA check all information coming on to the system and process accordingly, this will incorporate ensuring that all drawings can be read and printed correctly using the viewer and all aspects of the drawings/documents are in accordance with the procedures; otherwise, apply ‘QA Rejected’ status to the information.
• Ensuring all drawings and documents are published to the system are associated with a document transmittal.

Required Knowledge, Skills, and Abilities

You have excellent IT skills covering Excel, Word, and Outlook. You have knowledge and use of document control systems. You are digitally savvy, can build lasting client relationships and provide support to strong, motivated teams. You have experience in a similar role in a construction background