Secretary and Document Controller

Description

Key accountabilities

• for this position include but are not limited to:
• Administrative correspondence and filing:
•  Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
•  Maintaining a register of all incoming and outgoing mail, stamping, and recording of mail before circulating for distribution to the concerned staff.
•  Responsible for Control/Tracking/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily reports, submittals, and other forms of pertinent documents from the client and subcontractors (including Atkins internal documents).
•  Responsible for receiving, logging, distributing all technical documents, assisting in the coordination, and monitoring of administrative activities to facilitate and expedite the workflow.
•  Maintaining and archiving all files.
•  Coordination between other Consultants & Contractors for facilitating document workflow and ensuring document status is closed.
•  Electronic transmission of documents
•  Data input to database related to document receiving & tracking document.
•  Assist Site office administration.
•  Coordination with the respective Resident Engineers, Secretaries, and other staff to ensure correctness of the records.
•  Regular periodic backup (electronic copy) of project documents
• Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
• Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
• Assist with the preparation of technical specifications, tendering and contract administration.
• Ensures that each project or project phase is properly invoiced in a timely manner and managed.
• Collaboration and working as part of a team,
•  Work in conjunction with all employees.
•  Liaison with teams working remotely from other parts of the world to facilitate the completion of tasks and projects.
•  Good communicator
• Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.
• Complete all work in line with Stantec Core Values and in accordance with the Stantec Quality Systems and Project Quality Procedures.
• Other duties as requested from time to time by the Resident Engineer.

Qualifications

• Five (5) years minimum experience in document management system in an engineering or architectural firm.
• Graduate of Business or Secretarial Course.
• Strong communication and organizational skills.
• Good English oral and writing skills.
• Analytical problem solving and organizational ability.
• Proven knowledge on document management, including all necessary software.
• Proficient in document control software Aconex, Unifier, Sharepoint.

About Stantec