Site Secretary
Posted on :
19-01-2024
Employer Active
1 Vacancy
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Job Description
Req ID : 2240994
- Gathers statistics and general data; reviews and combines this information into established reports for use within and outside the unit. Such reports may be in spreadsheet or graphical formats, or narrative style word documents.
- May be responsible for verifying data gathered, such as matching supplier invoices against file copies.
- Reviews time reports to verify accuracy of hours worked and Job#/WBS charges. Follows up to ensure timely processing of corrections.
- Prepares general correspondence and maintains general files.
- Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
- May establish and maintain records of equipment, including a log of equipment service dates.
- May obtain basic data for completion of the unit's overhead budget and prepare associated recurring reports.
- May coordinate physical space requirements for the assigned unit. May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, as directed by immediate supervisor.
- Plans, organizes, and implements systems for efficient document processing of all communications, supplier documents, design documents, construction documents or other internal or external documents.
- Coordinates the flow of documents between project operations, engineering disciplines, construction team, or other department groups. Incumbent is typically responsible for a small to medium-sized project.
- Will have knowledge of both the work processes of document control and also the use of electronic systems used to manage documentation.
- Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
- Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications. Initiates and replies to routine correspondence related to area of responsibility.
Employment Type
Full Time
Department / Functional Area
Key Skills
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