Project Assistant And Document Controller Specialist

Job Description

Work as project team and reports directly to the Project Director  Work with selected EPCM consultant and site contractors to manage administrative, documents controls and secretarial aspects of the project engineering, procurement and construction, Safety, Quality Schedule and Cost control  Assist project manager with project document controls  Assembles and submits relevant data files compiles statistics and information for various reports and documents as needed for the project  Assist with business travel arrangements for personnel within the project team Maintain and update project document control logs (correspondence, contracts, RFIs, transmittals, etc.)  Ensure all incoming and outgoing documentation is properly filed (electronic and hard copy)  Maintain project filing system in alignment with project documentation protocols  Track all project action items and ensure they are followed up and closed in a timely manner  Maintain a live action tracker in coordination with the Project Director  Monitor deliverables submittal dates (e.g., engineering drawings, vendor documents) and issue reminders on due dates  Maintain the Master Deliverables list with inputs from engineering, procurement, and construction teams  Organize and schedule project meetings (internal and external)  Prepare and distribute meeting agendas  Record accurate meeting minutes and circulate within 24 hours  Track and follow up on action items from meetings  Liaise with internal departments, contractors, and vendors for administrative coordination  Maintain contact lists and distribution lists for the project  Support issuance of memos, letters, and official project communications Qualified candidates will have: Mandatory requirements:  Bachelor’s or master’s degree in related fields.  3+ years of experience in a similar role, preferably in an industrial or construction project environment  Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)  Fluent in the written and spoken communication in the English language  Attention to detail and strong organizational skills  Experience with project management or document control software (e.g., SharePoint, Aconex, Procore) is a plus