Assistant Project Manager
3 months ago
AtkinsRealis a hands-on project delivery organisation that has moulded its business to respond to the demands of the nations in which it operates. In doing so, we actively seek to employ staff who possess strong pro-active management skills which enables them to understand the entire delivery process from site acquisition through to feasibility, design, construction, sales and occupancy phases. Our end-to-end project delivery solution is focused on best maximising project outcomes while minimising project risk for our Clients.
**Responsibilities**:
- Manage and oversee documents for particular projects.
- Ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up.
- Perform document storage duties which involves scanning documents, copying documents, physically or electronically filing documents, organizing documents, and ensuring documents are saved and safeguarded.
- Handle the retrieval of documents as directed and able to quickly and efficiently retrieve documents and data when needed.
- Edit or review documents like check for signatures and dates or as much as drafting and editing sentences.
- Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures if available.
- Using ACONEX Document Management System.
- Registering all incoming and outgoing correspondences, MoMs, drawings & technical submittals.
- Maintaining a register of all incoming and outgoing letters, stamping, and recording of letters before circulating for distribution to the Project Manager as set out in Project Communication and Document Control.
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractors.
- Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures.
- Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
- Maintaining all files within the Filing Department
- Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
- Electronic transmission of documents
- Coordination with the respective Project Managers, Secretaries, and other staff to ensure correctness of the records.
- Regular periodic backup (electronic copy) of project documents.
- Maintaining all tracking records and ensuring that they are marked when a file is taken from the document files.
**Policies, Systems, Processes, Procedures, Standards and Reports**
- Follow all relevant functional policies, processes, standard operating procedures, and instructions to ensure that work is carried out in a controlled and consistent manner.
- Prepare accurate and timely functional deliverables and reports to meet corporate and functional requirements, policies, and standards.
**Health, Safety, Quality & Environment**
**Continuous Improvement**
- Contribute to the identification of opportunities for continuous improvement of the functional systems, processes and practices considering ‘international best practice’, improvement of business processes, cost reduction and productivity improvement.
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