Document Control/Project Administrator at EDG Inc – Lafayette, Louisiana

EDG Inc

JobSummary:

The Document Control/ProjectAdministrator performs a variety of administrative activities to providesupport to an assigned organizational unit or project team. The Project Administrator coordinates andperforms project and office related administrative tasks.

JobDuties and Responsibilities:

• Process incomingdocuments (primarily engineering/technical) according to established companydocument control procedures with minimal errors;

• Preparation ofinternal and external transmittals;

• Application ofcompany document numbers to project and corporate documents;

• Properidentification and classification of documents according to company and clientrequirements;

• Expediting ofdocuments through internal and external review cycles as applicable;

• Utilization ofcompany database for managing documents;

• Assist company andclient project teams and company employees in the search and retrieval ofdocuments upon request;

• Upload transmitteddocuments to project SharePoint sites as applicable;

• Work closely withproject administrative staff to ensure the flow of documents is smooth andseamless and that documents are prepared and transmitted according to companystandards;

• Notify group managerof project issues that arise;

• Develop projectprocedures and processes as required;

• Attend internalproject team meetings to ensure that project and client teams understand anduse the document control processes and procedures;

• Assist all projectteam members with any administrative requests such as formatting of documents,locating documents, copying documents, project controls reports, distributionof drawings, etc.;

• Coordinatesissuances from all disciplines and liaisons between Document Control andEngineering, coordinating unusual issuances and random auditing of issuances;

• Maintains projecthistory documents such as PDCD, ECCD, MOM, action items, input and approvaldocuments, incoming client documents, PSCs and work orders, etc.;

• Coordinate clientevents (office meetings, web meetings, etc.);

• Responsible forensuring proper documentation (drawings, reports, etc.) are available for allproject personnel in appropriate quantities;

• Responsible foracquiring hardcopies for distribution to internal and external clients;

• Reviews drawingissuances for accuracy to ensure that all disciplines are aligned, checkingP.E. stamps, initialing, revisions and issuances are appropriate with regard toclient versus vendor issuance;

• Attend meetings asneeded (client project meetings, project team meetings, interdepartmentalmeetings, etc.), taking meeting notes and producing minutes of meeting;

• Coordinate and/orhandle purchase of office related supplies and food for all internal meetings;

• Support officepersonnel project travel arrangements, as needed;

• Oversee TrainingRecords for all employees in the office, and reserve classes when needed;

• Maintain VacationCalendar and Conference Room Reservations;

• Maintain officeequipment;

• Assist HR with newhires in the local office;

• Assist Accountingwith receipts and incoming invoices;

• Organize companymeetings and create monthly company calendar;

• Maintain a log ofEngineering PE Scans and Outgoing Project Books;

• Participate on theCharacter by Design Team, maintain literature and write character builders;

• Oversee access cardactivations/deactivations, issuances, and checkouts;

• Check-in andCheck-outs for project documents;

• Create Project Folder Structures on theNetwork.

Qualifications(Knowledge, Skills and Abilities):

• HS Diploma/GED required with minimum 3 years of relevant experience;
• Extensive knowledge in MS Office, including MS Excel, MS Word, MS Access, MS PowerPoint, and MS Outlook;
• Knowledge of Adobe Acrobat and SharePoint;
• Engineering project background and knowledge including familiarity with engineering documents such as reports, datasheets, lists and drawings;
• Vendor Data project background and knowledge including familiarity with vendor documents;
• Prior experience in document control / quality assurance preferred;
• Strong organizational skills and attention to detail;
• Ability to follow systems, procedures and work flow processes and contribute to their improvement;
• Ability to handle many different responsibilities and follow through to completion;
• Ability to work in fast-paced environment;
• Flexibility to work within many systems and settings;
• Ability to interact with staff at all levels.

Preferred Qualifications:

• Experience with project procurement or project controls support

WorkingConditions:

• Work is conducted in an office environment (Private or Semi-Private Office) and may require occasional travel to off-site work locations;
• Interaction with other team members, as well as supervisors and client personnel.

Physical Requirements (With orwithout Reasonable Accommodation):

• Must be able to lift and carry five (5)pounds;

• Sufficient clarity of speech and hearing orother communication capabilities which permits employee to communicateeffectively;

• Ability to sit for prolonged periods of time;

• Sufficient vision or other powers ofobservation which permits employee to conduct analysis and investigations;

• Sufficient manual dexterity which permit theemployee to perform routine office duties;

• Sufficient personal mobility and physicalreflexes to perform office duties and travel when necessary to off-sitelocations.

This jobdescription is intended to indicate the kinds of tasks and levels of workdifficulty required of the position given this title and shall not be construedas declaring what the specific duties and responsibilities of any particularposition shall be. It is not intended to limit or in any way modify the rightof management to assign, direct and control the work of employees undersupervision. The listing of duties and responsibilities shall not be held toexclude other duties not mentioned that are of similar kind or level ofdifficulty.

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Other

DrugFree Workplace:

EDG Inc. and its subsidiaries are committed to a drug freeworkplace. Applicants are subject toboth pre-employment hair and urine drug screens.

Post-hire, employees are subject to random, periodic,post-accident, and reasonable suspicion drug testing which may include bothhair and urine drug screens. In addition to the requirements of EDG's drug freeworkplace program, employees may be required to sign, acknowledge and complywith drug free workplace policies or programs required by clients.

Weare an equal opportunity employer and all qualified applicants will receiveconsideration for employment without regard to race, color, religion, sex,gender identity, national origin, disability status, protected veteran status,or any other characteristic protected by law.