Project Administrator/ Document Controller

Company GIBB
Reference # HR2
Published 30/09/2019
Contract Type Permanent
Location Woodmead, Gauteng, South Africa
GIBB Mining Services is a multi-disciplinary engineering design and project management enterprise, specialising in innovative and sustainable techno-economic holistic solutions for mining projects, from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills. This Discipline is looking for another talented professional to complement their team, in the form of a Project Administrator/Document Controller. We welcome your application if you believe you meet the requirements for this position.

Job Functions Administration
Industries Engineering,Mining
The role of Project Administrator / Document Controller is to provide administrative support to project management, project engineers and project controls personnel. To maintain neat, orderly, complete documents and project files. To arrange meetings, venues, traveling arrangements, etc. and to be flexible in assisting other team members as needed. This includes the editing and formatting of final technical reports and/or other formal documents.
The task of Document Controller is to manage and oversee documents for projects. You are required to ensure that all formal project documents are created on approved templates, document numbers are allocated and the requisite signatures are obtained. In addition, to ensure that all data captured is accurate in terms of numbering and version control and that all documents are stored correctly within the approved filing structure. Furthermore, to ensure that and the filing system is backed up daily and that all company and/or project retention policies are followed.

Duties and Responsibilities
Administrative Duties
Your administrative duties will include the following, but are not limited to:
1.Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
2.Prepare and provide documentation to internal team members and key stakeholders
3.Order resources, like office equipment, stationary and software
4.Retrieve necessary information (e.g. user/client requirements and relevant case studies)
5.Assist with the monitoring of project documentation flow processes
6.Act as the single point of contact for project information for all project participants
7.Assume responsibility for working with project team members and maintaining complete and accurate records for multiple projects - working with multiple project managers, engineers and project controls personnel
8.Assume responsibility for performing clerical support functions (varies based upon the need)
9.Assume responsibility for establishing and maintaining effective communication and coordination with internal Group Company personnel, including management.
10.Capture of hours on the required systems.
11.Upkeep of all registers.

You will assist the project managers in developing and maintaining documents such as meeting minutes, drawings, specifications, approvals, transmittals and related items.

Organize and Archive Documents
Your day-to-day responsibilities as document controller will be focused on the control and tracking of documents with the responsibility of saving and storing documents within the agreed format, structure and on the correct storage devices. This will involve scanning documents, copying documents, physically or electronically filing documents, organizing documents and ensuring documents are saved and safeguarded from theft or destruction. Safeguarding of the document audit trail is of prime importance.

You will be responsible for the creation and application of new job numbers and setting up and maintaining an appropriate electronic file set up as per standard operating procedure.

Fulfill Document Retrieval Requests
You will be expected to assist with the retrieval of documents either as directed by employees or clients, ensuring that access control protocol is not breached.

Maintain Documents
You would be required to edit, format and review documents to ensure compliance with the quality management system. You will be in charge of workflow, including letting a person or group of people know that action needs to be performed on a file to complete a process. It would be expected of you to develop new document templates if required.

You will be responsible for document numbering and the issuing of document numbers, revisions verification, perform compliance checking, reporting on document status and distribution of documents as and when required.

You would be required to track documents submitted and report on the status of the documents. A critical activity will be to ensure that all relevant project documentation is in a fit state for handover to the end client upon close-out of the project.

Train Employees
You would be required to train employees and sub-consultants in the proper use of the document management system and how to create or fill out company / project related documentation.

National Diploma / Degree in Business Administration

A minimum of 5 years working experience in an EPCM project office environment

Quality and Skills Required
The following skills are considered essential for the position:
1.Meticulous attention to detail
2.Excellent communication and people skills
3.Ability to work independently as well as within a team
4.Familiarity or proficiency in MS Word and Excel
5.Previous exposure to project delivery working pressure within an EPCM environment
6.Highly organized
7.Being able to function in a fast-paced environment to meet deadlines
8.Being able to multitask
9.Proficient typing skills
10.Strong customer service skills, upholding of the brand at all times

Job Closing Date 31/10/2019
Share on
Last Updated: 12-9-2019 []
Webserver: SkillsMap (NLBB)