and Administrative Assistant
A document control specialist and administrative assistant responsible for the management and organization of inbound and outbound documents, whether by fax, courier service, e-mail, internet drop sites, or general intra-office receipt.
Manage the workflow of project general correspondence and documents by using procedures such as routing slips, folders and electronic files. Establish and maintain the flow of both electronic and hard-copied controlled documents, project files and resource materials and monitor where general correspondence is at all times. Responsible for establishing and maintaining a hard copy and electronic filing system for storage and retrieval of general project documents.
Develop and implement a project document control system for controlled documents, logging, tracking and maintaining records from subcontractors, coordinating document control issues between external subcontractors and suppliers, and preparing reports of the document control status. Post changes to computerized or manual control records, releases documents, and notifies affected project personnel.
Qualifications and Skills
Understanding of the Document Control process. Working knowledge of Document Control Systems. Self-motivated team player with excellent interface skills at all levels. Effective planning and organizational skills and ability to work with a high degree of accuracy and recall. Working knowledge of Microsoft Access, Word, Excel and Powerpoint. A minimum of two years of records management is preferred. Strong written, oral, interpersonal, group and telephone communication skills. Maintain confidentiality as they interact with all levels of an organization.
Develop Project Document Control Procedure
Implement Project Document Control Procedure
Provide Document Control support to the Project
Report on document status & issues
Analysis of customer document control standards and procedures
Scanning/Photocopying/reproduction of documents
Receiving and logging documents
Distribution of documents
Writing project letters of correspondence