Document Controller & project administratorRoyal HaskoningDHV

What you will do as a Document Controller & Project Administrator
Overall Purpose of Role:
Reporting directly to the RHDHV Project Leaders and undertaking administrative tasks, ensuring smooth running of the project activities and supporting the entire RHDHV team to allow them to work efficiently
Ensuring flow, completeness and integrity of all information incoming and outgoing (documents, drawings, files, etc.) in the various electronic platforms used by the team. A state of the art electronic document control system is in place.
Actively managing all project information through Digital Ways of Working
Coordinating with RHDHV head office and other projects on all relevant Company matters
General Responsibility:
Maintain the Common Data Environment, file storage, naming and workflows
Maintain other information sharing platforms (i.e. SharePoint, Teams, paper, etc.)
Set up and maintain project templates and forms
Manage workflows and authorisations to ensure document review and approved by authorized personnel prior to release.
Update documents as necessary and ensure re-approval prior to use.
Ensure changes and current revision status of documents are identified
Ensure relevant versions of applicable documents are available at points of use
Ensure documents remain readily identifiable, and retrievable
Ensure documents of external origin are identified and their distribution controlled
Prevent unintended use of obsolete documents
Check on outstanding and overdue tasks and follow up with the persons involved
Provide assistance to other team members on system policy and procedure
Contribute to weekly and monthly progress report/meetings
Initiate (annual) review of Policies, Procedures, Work Instructions, Forms and other relative documents.
Assist in monitoring progress of Risk Assessment and closure of Internal Audit findings.
Review applicability and effectiveness of documented policies, procedures and processes through monthly Internal Audit
Draft documents under the supervision of others i.e. minutes of meeting, reports, procedures, schedules, etc
Assist in the monitoring of financial progress, petty cash control, invoicing to clients and payments to suppliers, etc.
Carry out all other administrative works that may be assigned by the Project Manager or required by the Company from time to time in the course of business
Join project meetings to support RHDHV senior staff as and when needed and taking minutes of meetings for finalisation by the Project Team
Where you will work
Haskoning Philippines Inc. (part of Royal HaskoningDHV) are looking for team members with a dynamic attitude to join our rapidly expanding Manila team, contributing to delivering, monitoring and the construction management of landmark infrastructure projects within the maritime and water sector (coastal protection, land reclamation and flood resilience).
What you bring
Profile and Competencies:
Experience in electronic document control systems
Experience in Microsoft Office suite
Process-oriented and can work with minimal supervision
Excellent in oral and written communication in English
Analytical, self-exploring in finding solutions to problems
Detail orientated and critical towards own work
Pro-active and open in communication
Trustworthy and adaptable
Qualifications and Experience:
Graduate of any four-year course, computer or engineering background is a plus
Background and experience in Document Control in large projects
Minimum 5 years' experience in site-based project administration
Knowledgeable of BIM (Building Information Modelling) is beneficial
Available in short notice
What we offer you
Competitive salary and benefits
Annual salary review, profit sharing/ bonus if any
13th month pay
Medical benefits/ insurance
Opportunities for training and development
A positive, friendly and professional working environment
How to apply
If you are interested in this role, please kindly submit your application via the 'Apply' button.
Royal HaskoningDHV

Manila City, Metro Manila
Permanent
Full-time