Project Secretary / Document Controller

About This Role

1 Mission

The Project Secretary / Document Controller enables the reliable functioning of Artelia Airports activities. Ensure the efficiency of the overall department by supporting project operations, preparing submissions, organizing meeting and communicating correct information.

Collaborates deliverables in line with the quality standards and manages document filing.

2 Line and Staff Relations

This role will report directly to the Project Manager / Resident Engineer. He/she has a hierarchical link with the Heads of practices. He/She has relation with:

• All the local staff
• All the external entities necessary to his/her job execution

3 Key Responsibilities

Office Support & Administration

• Be the focal point within the team to assist with all administrative requirements as and when requested
• Set up all paper-based Project folders and maintain records
• Prepare and manage project correspondence, reports and documents.
• Organize meetings, confirm the meeting to all attendees, Prepare MOM.
• Format documents
• Manage all documentation issued for the project at the office/site and as required.
• Manage & support the printing of all drawings & documents, ensuring the most recent drawings are available and being worked from.
• File and register all letters, engineer instructions, engineer instruction requests and non-conformity reports from/to contractors, from/to the client etc
• Ensure that documents are internally and externally distributed according to the procedure.
• Ensure that all incoming and outgoing correspondence have been properly registered, copied and distributed as noted by the Managing Director, or the Operations and Production Director
• Track all documents issued for Approval; RFI’s, Technical Submisions, RAMs, Samples etc
• Track all Deliveries & liaise with the Suppliers & Administration to resolve any discrepancies.
• Ensure all relevant project information is filed and archived both electronically and hard copies where necessary.
• Coordinate with administration and follow-up of the client delegations visits (transport, hotels, receptions, airport and visas requests)
• Assist in ISO Quality Audits related to Correspondence and Document Control.
• Efficient document controlling.

4 Profile Specifications – Minimum Requirements

• 4-5 years’ experience as Secretary in the field of Architecture / Engineering
• Education: Bachelor’s Degree or equivalent
• Well versed in MS office Application (Word, Excel, Outlook, PowerPoint and basic MS Project), Video editing and Adobe PDF
• Well versed in using Aconex- Document control and database operations, incoming and outgoing correspondence and file transfers for various Projects.
• Knowledge in using Project management tools : PM Web, Project Wise, RMS