Job
Description
Job Purpose To ensure smooth Functioning of all Systems and coordination with stake holders and internal teams for all Maintenance Management activities which comprises of the functions required to manage the maintenance activities. Like Preventive, Predictive and breakdown maintenance, Spare Parts management, Planning / scheduling, execution, review, control measure for improvement works, maintaining, preparing and updating records and ensure the safety and quality at work place. Responsible for the timely and efficient management of documents, sorting, filing, storing and retrieval of both electronic and hard copy documents incoming and other documentation of the department. Control internal and external document flow, Managing e-document depository of the department and access control. Prepare, modify, revise & update AutoCAD drawings required for specific projects for entire department. Governance, Risk and Control of Document Depository. ORGANISATION CHART Key Accountabilities Accountabilities Key Performance Indicators Duties and Responsibility Implement and maintain document control processes and procedures Develop and maintain the Document Management System Manage all flows of documents either in electronic form or on paper support Ensure Document Management including E-Data, accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) Process incoming & outgoing documentation (registration in the DMS, internal distribution, archiving) Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers) Ensure control and coordination of projects documentation and data Ensure all drawings/documentation are correctly identified, distributed and filed/stored Assistance in the preparation, collation and issue of reports and registers as may be required Communicate and liaise with Team, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required Monitor technical documents review and approval in accordance with agreed schedule Produce internal and external (Clients and Suppliers) over-due reports Ensuring the use of standardized forms and templates Set-up Data folders and facilitate Document communication process Establish and maintain the Master Document Register in cooperation with the team Other relevant duties/tasks as directed by HOD 100% Compliance to DMS Vendor Invoices & Payment Processing Process all advance payments, monthly payments, one-time payments, retention money payments accurately within stipulated time, without penalty (in case of Gov invoices), as per PO Terms & Conditions for GHIAL, CISF & Township, Foreign Invoices to ensure uninterrupted operations. Support in resolution of conflict during invoice processing in SAP, follow-up with respective party to submit any missing details/documents etc. Follow-up to process such cases individually. No. of days per invoice payment cycle Zero Penalty Zero error MIS reports and Special Initiatives Preparing MIS reports Prepare, modify, revise & update the AutoCAD drawings required for various projects for entire department Timely generation of reports No. of drawings revised KEY ACCOUNTABILITIES - Additional Details EXTERNAL INTERACTIONS All AMC & CMC Contractors working for P&E All Material Supply vendors working for P&E All Project Contractors working for P&E Respective Gov agency for Invoice Processing Interaction with External auditors for compliance INTERNAL INTERACTIONS CBID & Scan Desk Finance & SSC (GHIAL, GEMS, GADL) Procurement & Contracts Department (GHIAL, GEMS, GADL) HR Department for HR certificate Interaction with intra-departmental colleagues & superiors regularly FINANCIAL DIMENSIONS NA Other Dimensions Superiors (CPEO, VPs, Manager) Entire department personnel Shall be good with numbers & accounting. Shall have excellent computer skills and operational knowledge of SAP. Knowledge & experience with AutoCAD Good communication skills, especially in written skills, are essential Education Qualifications Graduate in any stream with experience in Auto CAD & SAP Relevant Experience 2+ Yrs of Relevant Experience in invoice processing, working AutoCAD & Document Management Strong skills in MS office including outlook, Excel, power point and word. Highly organized Excellent communication skills Proficient typing skill COMPETENCIES Execution & Results Teamwork & Interpersonal influence Problem Solving & Analytical Thinking Planning & Decision Making Personal Effectiveness Stakeholder Focus Networking Capability Building Strategic Orientation Social Awareness Entrepreneurship Show more Show less
