NFB GTG - TIER 2 - Document Control Coordinator

Overview

About the job NFB GTG - TIER 2 - Document Control Coordinator

• Responsible for all coordination related the Project Document Management.
• Responsible for all records of technical documentation and control within the project information system.
• Responsible for all updates and multi-discipline held in Document Management Systems.
• Responsible for providing all secretarial, administrative and logistics assistance to the Head of Projects and PMT in providing complete secretarial/clerical service including time management, internal and external correspondence and clerical responsibilities during the tendering and execution phase of the project.
• Primary Accountabilities:
  Ensure proper adherence to Company Policy and Procedure concerning management archiving and retention of company documents records and data.
• Provide a complete correspondence service for the Head of Projects and PMT Leads, routing correspondence as necessary and typing/drafting replies where appropriate.
• Organize and retrieve data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems.
• Provide a time management diary and ensure Head of Projects is fully prepared for scheduled meetings.
• Prepare memos / communication, including workflows and any other documentation as directed by the Head of Projects and PMT Leads.
• Coordinate with Contractors counterpart for communication to organize meeting, site visits.
• Maintain records/files, replenish stationary and arrange servicing of office equipment.
• Coordinate and administer any Contractor provided training to Company PMT personnel.
• Provide assistance to the PMT Leads in the preparation of any ad hoc reports and management information to satisfy internal and external requirements.
• Liaise with the providers of information at all levels of the Project organization to ensure timely provision of the information required to fulfill the overall Project reporting objectives.
• Prepare minutes of Project Management meetings as required.
• Coordinate provision of Graphics Services for management reports and presentations.
• Supervise, liaise and coordinate with various Project personnel to prepare material for management presentations.

• Experience and Qualifications:
• Minimum Secondary school (12 years) and vocational training for secretaries plus 8 years experience in a similar position with a recognized corporation.
• Good command of written and spoken English.
• Advanced keyboard and PC skills including Microsoft Office Applications (Word, Excel & PowerPoint).
• Familiar with SAP usage and entries.
• Ability to prepare good standard reports, presentations in the English language.
• Sound communication, planning and organizational skills.
• Able to handle work independently and proactively.